Exhibitor Invitation
Invite
Each year, National Council for the Social Studies brings together educators from around the country and across the globe for the nation’s largest social studies conference and exhibition. The trade show offers your company a unique opportunity to share products and services with social studies teachers and administrators at all interests and grade levels. More than 4,000 attendees are expected in Houston—the exhibit hall is a major attraction at the conference. Educators attend conference sessions looking for new ideas and strategies to use in the classroom; they visit the exhibit hall hoping to find tools to implement the new methods they have discovered. Take advantage of this opportunity to display your products and services to the people who put them to practical use—nearly 60% of attendees are classroom teachers. The conference provides you with the perfect occasion to capture the attention of teachers just before the budgeting process begins for the following school year. Put your company in touch with decision makers who influence the purchase of textbooks, trade books, curriculum programs, software and videos, arts and crafts materials, travel and study programs, posters, maps, and other special products and services for educators.
About NCSS Founded in 1921, National Council for the Social Studies has grown to be the largest association in the country devoted solely to social studies education. NCSS engages and supports educators in strengthening and advocating social studies, with more than 26,000 members in all 50 states, the District of Columbia, and around the world.
NCSS serves as an umbrella organization for teachers of history, geography, economics, political science, sociology, psychology, anthropology, and law-related education. The membership represents K-12 classroom teachers, college and university faculty members, curriculum designers and specialists, social studies supervisors, and leaders in the various disciplines that constitute the social studies. Meeting in conjunction with NCSS are major affiliate groups representing supervisors, state specialists, university-level faculty, and international educators.
NCSS is now accepting applications for exhibitor commercial sessions.
Click here for more information
About NCSS
About NCSS Founded in 1921, National Council for the Social Studies has grown to be the largest association in the country devoted solely to social studies education. NCSS engages and supports educators in strengthening and advocating social studies, with more than 26,000 members in all 50 states, the District of Columbia, and around the world.
The NCSS Membership
NCSS serves as an umbrella organization for teachers of history, geography, economics, political science, sociology, psychology, anthropology, and law-related education. The membership represents K-12 classroom teachers, college and university faculty members, curriculum designers and specialists, social studies supervisors, and leaders in the various disciplines that constitute the social studies. Meeting in conjunction with NCSS are major affiliate groups representing supervisors, state specialists, university-level faculty, and international educators.
Travel
Area Map (pdf)
Welcome to Houston, America’s fourth largest city. For the past decade, more than $5 billion has been spent on revitalizing downtown Houston, and convention attendees reap the benefits of this development, all within walking distance. In April, Discovery Green downtown park replaced 12 acres of parking lots in front of the convention center. The Grove, a destination restaurant inside the park, offers gourmet dining with views unlike any in the city. The state-of-the-art stadiums that flank the convention center provide sports action year-round (baseball, basketball and hockey). The 17-block Theater District offers world-class performances in ballet, opera, symphony and theater. Plus, with the light rail only 5 blocks away, many other attractions, including the Museum District, Houston Zoo and Reliant Park (home of the Houston Texans), are easily accessible. ForbesTraveler.com just rated Houston the sixth best restaurant city in America, so don’t miss Houston’s incredible dining options. Come to Houston for the NCSS Annual Conference and experience it all.
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p> Getting There
Traveling to Houston has never been easier. As the country’s fourth largest airport system, the Houston Airport System serves 193 cities worldwide, with Bush Intercontinental Airport (20 miles from downtown) ranking third among U.S. airports for nonstop destinations, and William P. Hobby Airport (11 miles from downtown) serving as Southwest Airlines’ largest hub.
The National Council for the Social Studies has partnered with Continental Airlines, the major carrier to and from Houston, to provide special discounted rates from 2% to 15% off published fares, plus an additional 3% discount if you book online at www.continental.com available at www.continental.com/company/identity/default.asp
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p>To take advantage, go to www.continental.com and enter the Offer Code ZDV7CDK5BY in the Offer Code box when searching for your flights. You can also call your travel professional or Continental MeetingWorks at 1-800-468-7022 and give them the following information:
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p align="center">Agreement Code CDK5BY Z Code ZDV7.
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p>There is a $10 service fee, per ticket, only for tickets purchased through MeetingWorks Reservations or any Continental Airlines ticketing facility. This offer is valid for travel between November 9, 2008 and November 19, 2008 to and from Houston.
Airport Transportation
The National Council for the Social Studies has partnered with SuperShuttle to provide discounted rates for transportation to and from both Bush Intercontinental and Hobby Airports. To receive your group discount, you must
- Make your reservation ONLINE at least 24 hours in advance at www.supershuttle.com and enter your group≠s discount code
- Discount Code: DTA2U
- This code is valid for travel dates ranging from November 10, 2008 through November 17, 2008
- Through use of the discount code you will receive $2 off one way fares and $4 off round trip fares for our shared-ride service
- How to get to SuperShuttle when you land:
- After you claim you luggage at either Bush Intercontinental Airport (IAH) or Hobby Airport (HOU), proceed to a SuperShuttle ticket counter located in the baggage claim area at all terminals
- A Guest Service Representative will be waiting to assist you
Application
Download your Exhibitor Applications and official Exhibition Regulations here (2-page PDF). Deadline is October 31, 2008.
Sessions
NCSS is offering its exhibitors the opportunity to submit proposals for commercial presentations during the 88th Annual Conference. Exhibitors may submit proposals for a one-hour session. Proposals are currently being accepted on a first-come, first-served basis, with a limit of 48 total exhibitor sessions, a maximum of four per session time slot, on Friday, November 14 and Saturday, November 15.
These sessions are distinct from proposals exhibiting companies submit through the regular NCSS call for proposals. Commercial solicitation is allowed.
Take this opportunity to showcase your products and services in a quiet setting away from the exhibit hall. Reach current and potential customers with in-depth information or hands-on instruction in a guaranteed session.
General Information
- Sessions are strictly limited to companies exhibiting at the NCSS Annual Conference.
- Sessions are one hour, offered on Friday, November 14 and Saturday, November 15.
- There is no limit to the number of proposals submitted by any one company. Proposals will be accepted on a first-come, first-served basis.
- NCSS will provide a meeting room in the George R. Brown Convention Center, with theater-style seating for approximately 100 attendees. A speaker’s table with a lectern and one table in the back of the room will be included
- Sessions will be listed, with descriptions, in the Conference Program as “Exhibitor Sessions.” Information will also be posted on the conference website. Exhibitors are also welcome to promote their sessions in advertisements in the Conference Program.
- NCSS will include a sign with a daily listing of presentations and provide an easel for additional exhibitor signage.
Fee
- US$500 (US$250 for non-profit organizations) for a single one-hour session.
- US$400 (US$200 for non-profit organizations) per session for two or more one-hour sessions.
- Notification of cancellation must be made in writing and postmarked no later than October 14, 2008 in order to receive a partial refund. In the event of such a cancellation, a $100 service fee will be incurred. If cancellation is made after October 14, 2008, no payments will be refunded.
Audio/Visual Equipment
Exhibitors are responsible for the cost of their audio/visual equipment and must be selected on the application. If ANY A/V equipment is required, even something as basic as an overhead projector and screen, it MUST be indicated on the application. Even if presenters plan to bring your own laptop computer and LCD projector, they must still choose the AV cart, screen and sound patch option. The exhibitor session rooms WILL NOT have any audio/visual equipment, carts to set up equipment on, or screen unless the exhibitor has requested them on the application.
The A/V packages are:
| A. | No equipment | no charge |
| B. | Screen , AV Cart and Sound Patch | $20 |
| C. | Overhead Projector, Cart and Screen | $25 |
| D. | DVD/VHS Player, Sound Patch, Cart and Screen | $145 |
| E. | LCD Projector, Sound Patch, Cart, and Screen | $120 |
| F. | Laptop Computer, LCD Projector, Sound Patch, Cart and Screen | $190 |
Dedicated Internet Connection ($75)
Exhibitor responsibilities
- All presenters must be fully registered attendees of the NCSS Annual Conference
- Exhibitor agrees to make payment in full upon submission of application
- Exhibitor is responsible for the promotion of session (Advertisements in the Conference Program are welcome)
- Exhibitor is responsible for all fees associated with distributing materials
- Exhibitor is responsible for adhering to the session schedule and clearing the room after the session
Proposals are currently being accepted on a first-come, first-served basis. All proposals must be submitted by August 29, 2008.
Sponsors
NCSS invites you, a leading education supplier, to collaborate with us, and discover a truly unique opportunity for repeated exposure to thousands of educators. With sponsorships, you don’t have to wait for attendees to come to visit you in the exhibit hall˜your company name and logo are out there for everyone to see. Remember that some of the promotional programs are exclusive and/or limited in number, so act soon! The time you spend now will pay off at the conference and far into the future.
Audio/Visual Equipment
Sponsor will provide projectors and other equipment for sessions throughout the conference. Your company will be recognized in signage placed in meeting rooms, and in other promotional material.
Fee: $1000 each day
Shuttle Bus
Sponsor a shuttle bus for a NCSS Conference tour or off-site clinic. Your company logo and name will be advertised on the shuttle bus with a sign. Shuttle buses will transport attendees to and from special events. Your sponsorship of the shuttle buses will also be noted in the attendee section of the conference website.
Fee: $500 per bus
Room Signs
Sponsor’s name and logo will appear on signs placed outside of meeting rooms listing scheduled events for each room. Meeting days are Thursday ˆ Sunday.
Fee: $500 per sign
Video Billboards
Located in the registration area, video billboards inform attendees of upcoming events while they wait on line. Video spots are repeated in a loop during the conference (sponsor must supply DVD for digital transfer by October 30th).
Fee: $500 per 30-second video spot
General Conference Support
Your undesignated gift of up to $1,000 will help sustain conference expenses and encourage attendance in Washington, DC. General support enables NCSS to offer a high-quality learning opportunity for attendees at a modest fee.
President’s Reception
As a reception sponsor, you will receive:
- Title sponsorship listed as “Presented by (your company’s name)” in the Annual Conference Preview and Program and other attendee material
- Your company will be introduced as the sponsor at the beginning of the President’s Reception and a representative will be invited to offer brief remarks to guests
- Listing on the “Thank You Sponsors” signs located in the registration area
- Sponsor ribbons for company representatives
- Your logo and Web link to your website on the NCSS Conference web page
- Your logo on signage at bars and food area at the reception
Poster Sessions
Sponsor one or both days of Poster Sessions. These sessions were the surprise hit of the 2007 conference in San Diego, where attendees and presenters engaged in one-on-one discussions on important content and teaching issues. Your company logo and name will be displayed prominently on signage and linked to the NCSS website.
FEE:$1000 per day
Pictured (left) The 2007 First Timer’s Breakfast.
First Timer’s Reception
Saturday afternoon, November 15. As a sponsor, you will receive:
- Title sponsorship listed as “Presented by (your company’s name)” in the Annual Conference Preview and Program, and other attendee material;
- Your company will be introduced as the sponsor of the beginning of the session, and a representative will be invited to offer brief remarks to attendees;
- Listing on the “Thank You Sponsors” signs located in the registration area;
- Sponsor ribbons for company representatives;
- Your logo and link to your website on the NCSS Conference web page; and
- Availability of tables to display your materials at the reception.
NCSS Outstanding Teacher of the Year Reception
As a sponsor, you will receive:
- Title sponsorship listed as “Presented by (your company’s name)” in the Annual Conference Preview and Program, and other attendee material;
- Your company will be introduced as the sponsor at the beginning of the session, and a representative will be invited to offer brief remarks to attendees;
- Listing on the “Thank You Sponsors” signs located in the registration area;
- Sponsor ribbons for company representatives;
- Your logo and link to your website on the NCSS Conference web page; and
- Availability of tables to display your materials at the reception.
NCSS Awards Reception
As a sponsor, you will receive:
- Title sponsorship listed as “Presented by (your company’s name)” in the Annual Conference Preview and Program, and other attendee material;
- Your company will be introduced as the sponsor at the beginning of the session, and a representative will be invited to offer brief remarks to attendees;
- Listing on the “Thank You Sponsors” signs located in the registration area;
- Sponsor ribbons for company representatives;
- Your logo and link to your website on the NCSS Conference web page; and
- Availability of tables to display your materials at the reception.
Fee: $6,000 or partial sponsorship
Coffee/Refreshment Breaks
The refreshment breaks allow attendees an opportunity to stretch their legs, and network between educational sessions.Included in the sponsorship:
- Providing coffee and other assorted beverages to exhibit hall attendees;
- Signage on the show floor;
- Coverage in the Annual Conference Preview and Program;
- Listing on the “Thank You Sponsors” signs located in the registration area;
- The opportunity to distribute promotional items;
- Your logo and link to your website on the NCSS Conference web page; and
- Sponsor ribbons for company representatives. A variety of times is available. Check with Director of Meetings and Exhibits for details.
Audio/Visual Equipment
Sponsor will provide projectors and other equipment for sessions throughout the conference. Your company will be recognized in signage placed in meeting rooms, and in other promotional material.
Fee: $1000 each day
Shuttle Bus
Sponsor a shuttle bus for a NCSS Conference tour or off-site clinic. Your company logo and name will be advertised on the shuttle bus with a sign. Shuttle buses will transport attendees to and from special events. Your sponsorship of the shuttle buses will also be noted in the attendee section of the conference website.
Fee: $500 per bus
Room Signs
Sponsor’s name and logo will appear on signs placed outside of meeting rooms listing scheduled events for each room. Meeting days are Thursday ˆ Sunday.
Fee: $500 per sign
Video Billboards
Located in the registration area, video billboards inform attendees of upcoming events while they wait on line. Video spots are repeated in a loop during the conference (sponsor must supply DVD for digital transfer by October 30th).
Fee: $500 per 30-second video spot
General Conference Support
Your undesignated gift of up to $1,000 will help sustain conference expenses and encourage attendance in Washington, DC. General support enables NCSS to offer a high-quality learning opportunity for attendees at a modest fee.
Sign Language Interpreters
Help hearing-impaired attendees participate in the NCSS Annual Conference by supporting the work of professional sign language interpreters. Your name and logo will be listed on the “Thank You Sponsors” signs located in the registration area, and your website linked to the NCSS Conference web page.
General Info
Convention CenterThe 2008 NCSS Annual Conference will be held at:
George R. Brown Convention Center
1001 Avenida de las Americas
Houston, Texas 77010
www.houstonconventionctr.com
The official contractor for the 2008 NCSS Annual Conference is Freeman Decorating Company.
Booth Information |
|
| Booth Prices | |
Booth rental fees are based on location. |
|
| 10 × 10′ corner | $2,200 |
| 10 × 10′ Premium inline | $2,045 |
| 10 × 10′ Standard inline | $1,835 |
| Non-profit | |
| Non-profit organizations are offered a discount on booth space. All new exhibitors must furnish proof of non-profit status to receive this discount. | |
| 10 × 10′ corner | $1,770 |
| 10 × 10′ Premium inline | $1,625 |
| 10 × 10′ Standard inline | $1,415 |
All booths are 10 × 10′or multiples thereof. An identification sign will be supplied for all non-island booths. Linear booths will have an 8′high draped back wall and 36″high side drapes. Booth carpeting (carpet, wood or other standard floor covering) is mandatory and is the responsible of the exhibiting company.
Application for Space
A deposit of at least 50% per booth is required with each application. Applications without deposits will be returned. Balance of payment is due upon receipt of space assignment. For applications submitted after September 5, 2008, payment in full must accompany contract. No company will be allowed on the exhibit floor with an outstanding balance due.
Cancellations
All cancellations must be sent in writing to NCSS. A $100 charge will be assessed for each booth cancelled prior to September 5, 2008.
Assignment of Space
All booths will be assigned on a first-come, first-served basis, taking into account the amount of open space required, exhibiting history, type of physical exhibit, and product type. Booth space is not guaranteed until written confirmation is sent by NCSS.
What You Get:
- Four free registrations per 10 × 10′ booth, providing your representatives with full access to all conference sessions and functions. Additional registrations may be purchased at the rate of $110 each, prior to October 31, 2008.
- Exhibitor lounge with complimentary beverage service during select setup and show hours
- Networking access to thousands of social studies professionals and social studies decision-makers
- Listing in NCSS Conference Preview and Program
- Listing on NCSS Conference website
- Sponsorship and advertising opportunities
- 24-hour exhibit hall security
- 7″× 44″ company identification sign
- 8′ high back drape, 3′ high sidewall drapes
- General Exhibit Hall cleaning
Not included in booth fee
- Carpeting (required)
- Furniture rental
- Electricity
- AV equipment
- Material handling and labor
- Pre- and post-registration lists
- Shipping and drayage
- Floral and other services (as outlined in the Exhibitor Service information at www.myfreemanonline.com)
Preliminary Schedule of Events |
|
| Thursday, November 13 | |
| Booth Setup | 8:00am–8:00pm |
| Exhibitor Registration | 9:00am–6:00pm |
| Friday, November 14 | |
| Booth Setup (all booths must be setup by 8:00am) |
7:00am–8:00am |
| Exhibit Hall Ribbon Cutting Ceremony & Exhibit Hall Opening | 8:45am |
| Attendee Lunch Break | 12:30pm–1:30pm |
| Exhibit Hall Closes | 6:00pm |
| Saturday, November 15 | |
| Exhibit Hall Opens | 8:30am |
| Attendee Lunch Break | 12:45pm–1:30pm |
| Exhibit Hall Closes (no booths can be dismantled before Exhibit Hall closes) | 5:00pm |
| Booth Dismantling | 5:15pm–8:00pm |
| Sunday, November 16 | |
| Booth Dismantling | 8:00am–1:00pm |
Please note: all of the above times are subject to change by show management.
Important Dates and Deadlines |
|
| June 27, 2008 | For applications received prior to June 27, final balance of booth rental due |
| August 1, 2008 | Sponsorship applications due |
| August, 2008 | Exhibitor Services Manual available online at www.myfreemanonline.com (a kit will not be mailed via postal mail or email) |
| September 5, 2008 | Last day to cancel exhibit booth |
| October 24, 2008 | Exhibitor registration deadline (registration forms available in Exhibitor Services Manual) |
Show Management
If you have any questions relating to the exhibit or sponsorship program, please contact:
David Bailor, Director of Meetings and Exhibits
Phone: 301-588-1800 ext. 109
Email: dbailor@ncss.org
Hotels
To receive the group-discounted rate stay at the Hilton Americas-Houston (number 1 on the map Above) or the Hyatt Regency Houston (number 2 on the map Above). To receive the group-discounted rate, please reserve your room or suite through the NCSS Housing Bureau; do not call the hotel directly.
Houston will host the Latin Grammy Awards at the Toyota Center on Thursday, November 13. Hotels in downtown Houston are filling quickly. We suggest you make your reservation, at the NCSS hotels, as soon as possible.To make a reservation, go to https://resweb.passkey.com/go/exh1108. Download Map: click here.
1 Hilton Americas-Houston Hotel
At this 24-story, state-of-the art hotel, you’ll find all the luxuries of home, yet all of the amenities you’ll need whether traveling for business or pleasure. Sleeping rooms include a large work desk, wireless access, high-speed internet, 2 phones (1 cordless) with two lines each, voicemail, in-room safe, coffee maker, iron and ironing board. Located in downtown Houston, the Hilton Americas-Houston is connected to the George R. Brown Convention Center by two skywalks and is just steps away from the Toyota Center, home of the Houston Rockets. Just a few blocks away is Minute Maid Park, home of the Houston Astros, and only minutes away are Houston’s nationally recognized theater and museum districts.
NCSS Conference rates: $198 single/$223 double, plus 17% state and local taxes
2 Hyatt Regency Houston
Place yourself in the center of it all at the Hyatt Regency Houston. Set in the heart of the business and entertainment districts, this classic downtown Houston hotel will soon complete a $35 million transformation, making it Houston’s newest hotel. Its 960 spacious guest rooms offer city views, wireless internet access, and a large work area with a comfortable leather chair. This is the ideal starting point for exploring all the vibrant city offers. Walk to the Convention Center and Minute Maid Park, enjoy a show in the Theater District, or wander through The Main Event, Discovery Green, and Houston Pavilions. Hop aboard METRO Light Rail near the hotel to reach the Museum District or the Zoo.
Shuttle bus service between the Hyatt Regency and the George R. Brown Convention Center will be available from Wednesday evening through Sunday morning.
NCSS Conference rates: $185 single/$205 double, plus 17% state and local taxes
Photo at left shows Spindletop, Houston’s only revolving rooftop restaurant located at the top of the Hyatt Regency. Spindletop features New American Cuisine with a Pacific Rim flavor. Dinner served from 6pm–11pm or enjoy cocktails and dessert. Take Spindletop’s express elevator from the lobby.
Hospitality Suites
Hospitality suites are only available to companies who are exhibiting during the 2008 NCSS Annual Conference. Exhibitors requesting a suite should do so through the NCSS Housing Bureau at the same time that sleeping room requests are made. Upon approval by NCSS, the Housing Bureau will send a confirmation. Note: NCSS prohibits the scheduling of hospitality events (educational or social) which conflict with program keynote speakers.
Area Map (pdf)
Booth Space
Space in International Alley is limited. If you are requesting International Alley please (1) designate this on your Exhibitor Application form, and (2) attach a statement to your application indicating why International Alley is the best location for your exhibit. If it is determined that your organization is not an appropriate fit for International Alley, you will be notified promptly so that you can make alternative booth selections. Booth selections within International Alley are made based on the date of application. Please do not indicate booth numbers on your application form. Applicants submitting paperwork by July 31 will be notified of specific booth assignments by September 1. All applicants accepted into International Alley must pay, if assessed, an additional fee not to exceed $40 to cover special promotion.
Official Exhibition Regulations
All exhibits and exhibitors are subject to the following regulations.
1. Exhibit criteria—Exhibiting firms will be limited to those providing services, products, or publications that meet the professional and practical needs of social studies educators. NCSS reserves the right to restrict exhibits of objectionable taste. This reservation includes persons, things, conduct, printed matter or anything of a character which the management determines offensive to the NCSS membership. In the event of such restriction or violation, NCSS may evict the exhibit and will not be liable for any refunds of rentals or other exhibit expense.
2. Booth assignments—Assignment of space is dependent on a number of criteria, including the order in which contracts are received, product type, and number of requested booths. If none of an exhibitor’s choices is available, space that is most similar to that exhibitor’s choice in location, price, and competitive situation will be assigned. Applications will not be processed without the required deposit. Applications by telephone will not be accepted. No exhibitor will be permitted to erect a display until space rental is paid in full. NCSS reserves the right to alter exhibitor’s assigned location at any time at its sole discretion in the best interest of the exhibit.
3. Contract for space—This application for exhibit space and a minimum deposit of 50% of the cost of total space together constitute a contract for the right to use the space. The balance is due upon notice of assignment and no later than June 27, 2008. Full payment is required for space applied for after September 5, 2008. Any space not occupied by 5:00 p.m. Thursday, November 13, 2008, will be forfeited by the contracting exhibitor and such space may be sold, reassigned, or used by NCSS without refund of rental fee, unless prior arrangements for delayed occupancy have been made with NCSS.
4. Cancellations/refunds—All notifications of cancellation must be made to NCSS in writing. For cancellations received prior to September 5, 2008, the booth deposit will be refunded, less a $100 service fee per booth. No refunds will be given on booth space canceled after September 5, 2008. Upon cancellations exhibitor loses all rights to space. NCSS reserves the right to reassign that space to another exhibitor.
5. Exhibit set-up date—Exhibitors shall set up their exhibits on Thursday, November 13, 2008, from 8:00 a.m. to 8:00 p.m. It is the duty and responsibility of each exhibitor to install their exhibit before the opening of the exhibition and to dismantle the exhibit immediately after the close of the exhibition.
6. Exhibit dismantle date—Exhibitors shall dismantle their exhibit after 5:00 p.m. Saturday, November 15, 2008. Exhibits may not be dismantled or removed before 5:00 p.m. Saturday, November 15, 2008 and no later than 1:00 p.m. on Sunday, November 16, 2008. Failure to observe this rule will jeopardize the exhibitor’s space assignment and the right to exhibit at future NCSS exhibitions.
7. Staffing of booth—Exhibitors must be open and staffed for business during hours when Exhibit Facility is open to attendees.
8. Arrangement of exhibits— The standard equipment provided the exhibitor by NCSS will consist of an eight-foot cloth back wall and two three-foot side dividers. Displays may not be higher than eight feet in the back and four feet along the dividers and aisles. Displays may not exceed more than two feet from the back wall. Display fixtures over four feet high must be confined to within five feet of the aisle line so as not to interfere with the view of adjacent exhibits. No construction or built-up exhibit shall exceed the overall height of the back wall unless approved by NCSS.
9. Shipping and storage—The George R. Brown Convention Center will not accept direct shipment of any kind. All shipments of displays and product materials must be directed to the official drayage company. Shipping instructions will be included in the Exhibitor Service information available at www.myfreemanonline.com in the late summer.
10. Personnel assistance—All work involved with setting up and dismantling exhibits must be performed by authorized personnel. Instructions for ordering labor will be included in the Exhibitor Service information available at www.myfreemanonline.com in the late summer.
11. Special regulations—(a) Reassignment or subletting of all or any part of booth space is prohibited. (b) Solicitation and distribution of printed advertising must be confined to booth space only. Aisles must be kept clear at all times. (c) Operation of any objectionable sound devices will not be allowed. (d) Nothing shall be posted on, or tacked, nailed, taped, screwed, or otherwise attached to columns, walls, floors, or other parts of the building or furniture. (e) Distribution of helium-filled balloons or adhesive-backed stickers or decals is prohibited. (f) Food and beverage for distribution must be supplied and prepared by the designated catering company.
12. Sound restrictions—Sound-producing or amplifying devices that project sound must be tuned so as not to exceed 85dbs. NCSS reserves the right to determine at what point sound constitutes interference with other Exhibitors. Public address announcements are prohibited.
13. Liability—Exhibitor agrees to surrender the space occupied by it in the same condition as it existed at the start of occupation, absent normal wear and tear. Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify and hold National Council for the Social Studies at the George R. Brown Convention Center and their agents and employees (hereinafter collectively called Indemnities) forever harmless for any liability, claims or loss, including damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the Exhibitor, those holding under the Exhibitor or by the negligence, but not the sole negligence, of NCSS. Further, the Exhibitor shall, at all times, protect, indemnify, save, and hold harmless the Indemnities against and from any and all losses, cost, damages, liability, or expenses (including attorney’s fees) arising from or out of or by reason of accident or bodily injury or other occurrences to any person or persons, including the Exhibitor, its agents, employees, or business invitees, which arise from or out of or by reason of said Exhibitor’s installation, removal, maintenance, occupancy, and use of the exhibition premises, the Convention Center or any part thereof. Exhibitor shall be fully responsible to pay for all damages to property owned by the George R. Brown Convention Center, its owners, or manager, which results from any act of omission of the Exhibitor. In addition, Exhibitor acknowledges that neither the George R. Brown Convention Center nor any of the other Indemnities maintain insurance covering such losses by Exhibitor. Exhibitor hereby waives all claims that arise or may arise in its favor against any or all of the indemnities for all loss or damage covered by Exhibitor’s valid and collectible insurance, regardless of whether such insurance is actually collected.
14. Nonflammable material—All materials including muslin, velvet, silkeen, or other cloth drape or banner used in the exhibit hall must be nonflammable or conform to the fire regulations of the city of Houston, TX. Materials not conforming to such regulations will be removed immediately at the exhibitor’s expense. The exhibitor agrees to accept full responsibility for compliance with city regulations in the provision and maintenance of adequate safety devices and conditions for the operation of machinery and equipment under city codes. Fire hose cabinets and extinguishers must be left accessible and in full view at all times.
15. Circulation and solicitation—Distributing of marketing materials and souvenirs must be restricted to the Exhibitor’s booth. Canvassing or distribution of marketing materials or souvenirs in any location other than the Exhibitor’s booth is prohibited.
16. Unions—Exhibitor shall abide by all agreements made by, between and among NCSS, the George R. Brown Convention Center and any unions or other labor groups having jurisdiction at the Exhibit. All work involved with setting up and authorized personnel must perform dismantling exhibits.
17. Regulations and contract—All of the above rules and regulations are construed as part of all space contracts along with the information in Exhibitor Prospectus. NCSS reserves the right to interpret them and make final decisions on all points not covered by the aforementioned rules and regulations.
18. Insurance—NCSS shall not be liable for loss or damage of any article of equipment or property of exhibitor which exhibitor may suffer during installation or removal or during the exhibit itself due to robbery, fire, accident, or any other destructive cause. Insurance, if desired, must be placed by the exhibitor.
19. Sales—Exhibitors are permitted to make direct sales on the exhibit floor. Obtaining the appropriate licensing or permits as required by law, collecting and remitting sales taxes and any other legal business requirements are solely the responsibility of the Exhibitor.
20. Carpet—NCSS requires the Exhibitor to cover the entire floor of their booth with carpet or another NCSS-approved floor covering. Carpeting is available for rental through Freeman or Exhibitors may bring their own floor covering. Any booth not carpeted by 5:00 pm on Thursday, November 13, 2008, will be done by Freeman at the Exhibitor’s expense.
21. Other policies and restrictions— Please consult the George R. Brown Convention Center website for a full list of exhibitor rules and regulations, www.houstonconventionctr.com Upon request, NCSS can provide this information.
