• Find Us

    Address
    12790 S. Kirkwood Drive
    Stafford, TX 77477

    Hours
    Monday—Friday: 9:00AM–5:00PM

    (281) 295-5300

Mon-Fri 9:00AM - 5:00PM (281) 295-5300

Terms & Conditions

1.   APPLICATION, FEES, PAYMENTS, CANCELLATIONS

  • Approval. Applications for rental of exhibit space shall be subject to the approval of Show Management, and Show Management reserves the right to reject applications for space with or without cause if Show Management determines the rejection is in the best interest of the Show. Show Management will contact Exhibitor following submission of the Exhibit Space Rental Application if it finds issues with the application. Upon acceptance of the Exhibit Space Rental Application by Show Management, its contents, as modified if applicable, shall become a legally binding agreement for exhibit space between the Exhibitor and Show Management, subject to the terms and conditions herein. Exhibitor agrees to accept and, when requested, to promptly respond to Show information sent by GHRA via e-mail, fax or any other method of communication.
  • Exhibit Fees. The cost for exhibit space is dependent on the sponsorship level, booth type, and booth location. Exhibitor must be fully paid on all money owed to GHRA, its partners and subsidiaries, including sponsorship, and advertising
  • Payment Schedule. Payments may be made by credit card, wire transfer or check (in S. funds drawn on a U.S. bank only). Checks must be made payable to GHRA and mailed to 12790 S Kirkwood Road, Stafford, TX 77477. Unless otherwise agreed upon by GHRA, in its sole discretion, Exhibitor has the following options for payment of their booth space:
    1. Payment Option 1: 100% deposit submitted upon receipt of application approval by business check, money order or wire transfer to GHRA’s bank.
    2. Payment Option 2: 100% deposit submitted upon receipt of application approval by credit card.
  • Amendments to the Exhibit Space Rental Application. It is understood and agreed that any changes or modifications to the Exhibit Space Rental Application following the initial submission of the Exhibit Space Rental Application that are requested by an Exhibitor shall be considered accepted and approved by Show Management if notification is provided by Exhibitor to, and received by, Show Management by any form of written communication and notification of Show Management approval is sent back to Exhibitor by any form of written communication. Changes may include, but not be limited to, modifications to exhibit size, location, configuration, payment terms or cancellations by Exhibitor. Show Management shall consider email by and to Exhibitor as acceptance of such changes, and thereby modify the exhibit fees due from Exhibitor pursuant thereto. If any changes to the Exhibit Space Rental Application increase the fees due to GHRA for the booth space, GHRA shall be authorized to make immediate charges to Exhibitor’s credit card on file in order to ensure Exhibitor is current on its payment plan, as then on file with GHRA pursuant to the Exhibit Space Rental Application or any subsequent agreement for payment terms. Changes initiated by Show Management to Exhibitor’s exhibit space shall be communicated in writing to the email address provided by Exhibitor on the Exhibit Space Rental Application, and all such communications will be interpreted as read and accepted unless Exhibitor objects in writing to Show Management within five (5) business days.
  • Cancellations. If you must cancel your booth reservation at any time, you must submit a cancellation request in writing to the Show Management.

At its discretion, if at any time Show Management deems an exhibit, Exhibitor or an exhibit’s contents objectionable, Show Management reserves the right to remove and/or cancel the exhibit space or any portion thereof at Exhibitor’s sole expense. This reservation includes persons, things, conduct, printed matter, signs, products or any item of poor character, which, in the sole judgment of Show Management, is detrimental to or unsuitable for the Show or jeopardizes the Show’s safe operations. This right may be exercised by Show Management at any time, regardless of whether it is before the Show or during the Show. In the event the right is exercised during the Show, Show Management shall not be liable for refund of exhibit space rental fees, exhibit equipment rental fees or any other expense incurred by reason of Show Management’s removal of objectionable contents or cancellation of the exhibit space or any portion thereof. Exhibitor hereby expressly waives any and all rights and claims, actions and demands for damages, costs and expenses, including without limitation, legal fees, lost profits, and costs of goods sold, against the Facility, Show Management, their directors, officers, agents, employees and/or servants for such removal and/or cancellation.

2.   ELIGIBILITY

Show Management reserves the right to determine eligibility of Exhibitor for inclusion in the Show prior to, or after, submission of the Exhibit Space Rental Application. Show Management will determine the appropriateness of products to be exhibited by their distinctive characteristics or performance capability. Show Management also reserves the right to prohibit display or advertisement of products at any time if display or advertisement of such products would not meet Show objectives or would cause Exhibitor to be in violation of these Exhibitor Rules & Regulations, the Exhibit Display Regulations, or the Intellectual Property Rights Policy.

  • Non-Exhibiting Manufacturers Products. Exhibitor may not display products or signage in or above their booth from eligible non-exhibiting companies unless approved in writing by Show Representations by and/or media activities of non-exhibiting companies are prohibited at the Show.
  • Eligibility for Future Shows. Suppliers who participate in the GHRA Trade Show further agree to advertise a minimum of two (2) times of GHRA’s in Action Magazine throughout the following calendar year.
    1. Exhibitors will not be eligible to participate in the next year’s show if they fail to meet the set advertising requirements

3.   EXHIBIT SPACE ASSIGNMENT

  • Floor Plan. Show Management reserves the right to rearrange exhibitors or adjust the floor plan to accommodate the best interest of the Show. The floor plan maintained by Show Management shall be the official floor plan. Changes may occur at any time to accommodate Show needs.
  • Sharing or Subletting Booth Space. Exhibitor shall not assign, sublet, share or apportion the whole or any part of the space allotted, or have representatives, products, equipment, signs, printed materials or any representation from any company other than the company contracted and assigned the exhibit space unless such assignment, subletting or sharing is approved in writing by Show Management.
    1. Exceptions. Exhibitors that broker other products must request an exemption in writing from Show Management. This does not guarantee an exception will be made, only that it will be discussed and voted on by Show Management.
  • Payment for Booth Space. Exhibitor will have two weeks to submit payment, or request extension for payment deadline in writing, for their booth space upon receiving approval from Show Management. If exhibitor fails to make payment, or request payment deadline extension, Show Management will release reserved booth space. Exhibitor will have to submit a new application for rental of exhibit space to participate in order to participate in the show if their original space was released.

4.   OPERATION AND CONDUCT

  • Exhibit Personnel.
    1. Attendants, models, and other employees and representatives of Exhibitor must confine their activities to the contracted exhibit space.
    2. Booths must be staffed during all Show hours. Exhibitors with booths that are not staffed during Show hours could be subject to loss of credentials for future shows and loss of other show privileges as determined by the GHRA Show Committee.
    3. Exhibitor personnel and representatives may not enter the exhibit space or loiter in the area of another exhibitor without permission from that exhibitor, and at no time may anyone enter an exhibit space that is not staffed. Violators may be ejected from the Show.
    4. Exhibitor personnel and representatives may not sample goods or products from another exhibitor.
    5. Exhibitor shall not photograph or video an exhibit or product of another exhibitor unless such photography or videography is approved in writing by the other exhibitor or Show Management.
    6. Exhibitor may not harass or antagonize another party, remove anything from another exhibitor’s booth or register or give a badge to anyone not qualified to attend or exhibit at the show.
    7. No area of the Facility shall be used for any improper, immoral, illegal or objectionable purpose.
  • Attire. All Exhibitor personnel and their contractors must wear appropriate apparel at all times. This requirement prohibits, among other items, bathing suits, thongs, lingerie, excessively short skirts, painted bodies and transparent apparel. Show Management reserves the right to make determinations on appropriate apparel. Business or business casual attire is recommended. Exhibitors who are uncertain with regard to compliance with the appropriate apparel and entertainment regulations are encouraged to consult with Show Management in advance of the Show.
  • Buyer Activities. Exhibitors are not permitted to host or sponsor any event off the Show floor that attracts buyers during exhibit hours unless such event is approved in writing by Show Management. Hospitality functions away from the Convention Center shall not open before 6:00 pm of each Show
  • Outboarding. “Outboarding” occurs when a company that is eligible to exhibit at the Show does not exhibit, but hosts buyers at a venue away from the Show during set-up days or Show days. Companies that engage in outboarding may be prohibited from exhibiting at the Show for one to three years as determined by the GHRA Show Committee. Registration credentials will not be issued to any employee of a company prohibited from exhibiting due to outboarding.
    • Exhibiting companies are encouraged to protect their investment and report any outboarding to Show Management.
  • Advertising Outside Exhibitor’s Exhibitor shall not distribute, or permit to be distributed, any advertising matter, literature, souvenir items or promotional materials in or about the Exhibit Areas except from its own allotted exhibit space unless such distribution is approved in writing by Show Management. Exhibitor shall not post or exhibit any signs, advertisements, show bills, lithograph posters or cards of any description on any part of the premises of the Facility, except within the Exhibitor’s exhibit space and upon such space as is made available for such purposes by the Facility. Exhibitor shall not affix anything to the walls, columns, carpet, concrete or pavement, nor shall Exhibitor cause or allow anything be projected on space or areas beyond Exhibitor’s exhibit space without approval in writing from Show Management and the Facility.
  • Booth Noise. Public address, sound producing, or amplifying devices which project sound beyond the exhibitor’s booth, or excessive operating noise that distract neighboring exhibits, are expressly prohibited, GHRA reserves the right to restrict exhibits which, because of noise or for any other reason, become objectionable or which may detract from the general character of the Exposition.
  • Entertainment, Music. All music and entertainment must be in good taste and not include any lyrics that are inflammatory, sexually explicit, sexist, gang-related or violent or that promote activities of any type that defame or denigrate women, law enforcement or other established authorities. Dancing and modeling shall not include any lewd or sexually suggestive poses or actions. Show Management shall be the final authority on the acceptability of music played by Exhibitor and the activities of booth models and entertainers. Violators are subject to immediate closure of their booth, removal of booth personnel and/or closure of the exhibit for the duration of the Show.
  • Objectionable Exhibits. See section 1. above regarding Show Management’s right to remove and/or cancel exhibit space, or any portion thereof, that Show Management deems objectionable.
  • Inspection. All displays will be inspected during move-in days and any exhibitor deviating from the Rules must make modifications to its exhibit space at Exhibitor’s expense prior to Show opening. If modifications are not made by Exhibitor, Show Management will instruct its official contractors to make any necessary adjustments, at Exhibitor’s sole expense. Moreover, Exhibitor shall be responsible for all costs associated with ensuring any activities and displays outside, if applicable, are deemed safe under any and all conditions, as determined by GHRA in its sole discretion. GHRA will not be subject to any damages whatsoever should an activity or display be required to be terminated or removed by GHRA, or its designees, due to such circumstances.
  • Liability and Insurance. Neither GHRA, nor any of the officers, employees, agents, contractors and affiliates of such entities nor the chosen Exposition Services Company, nor the owners, management company, employees or representatives of the Exposition Site will be responsible for any injury, loss or damage that may occur to the exhibitor or to the exhibitor’s employees or property, prior, during or subsequent to the period covered by the exhibit. The exhibitor expressly releases the foregoing persons and entities from, and agrees to indemnify the same against any and all claims for such loss, damage or injury arising from the negligent or willful acts or omission of the exhibitor and its employees, agents, contractors, and invitees. At the request of GHRA or the chosen Exposition Services Company, the exhibitor will promptly provide to GHRA a certificate of insurance showing that exhibitor has obtained for the duration of the Exposition comprehensive general liability insurance covering exhibitor’s liability arising in connection with the exposition, naming GHRA, the chosen Exposition Service Company and the Exposition Site as additional insured, having a single limit per occurrence of not less than $1,000,000 and providing for at least 10 days prior notice to GHRA of cancellation, if requested, at least 72 hours prior to the beginning of the set-up period. GHRA may cancel this contract with exhibitor and retain all fees paid if exhibitor fails to deliver such certificate in a timely manner, or if such insurance coverage is not maintained during the entire Exposition, including the set-up and removal periods.
  • Damages. Exhibitor shall yield the Exhibit Areas back to the Facility at the conclusion of the Show in good condition and repair, ordinary wear and tear excepted. Any costs incurred by Show Management or the Facility to restore the Exhibit Areas to its condition prior to the Show, including but not limited to removal of signs, balloons, tape and other things not removed by Exhibitor, shall be the responsibility of Exhibitor. Exhibitor is responsible for all damage to any property caused by Exhibitor personnel.
  • Accidents/Incidents. Any accident or incident involving or occurring in Exhibitor’s booth, or as it relates to booth personnel must be reported to Show Management as soon as possible. Show Management will create a report of the incident, and where applicable, provide Exhibitor with a “Theft/ Damage Report” or “Injury Report.

5.   MOVE-IN / MOVE-OUT / EXHIBIT INSTALLATION & DISMANTLE

  • Booth Space. Booths should look professional and engaging. The draping around your booth should not be seen, or visibility of it should be kept to a minimum. The use of flyers, brochures, posters, banners, etc. are encouraged. Carpeting will be provided for you as part of your booth package. If you plan to bring your own floor covering, you must inform Show Management prior to Friday, October 11, 2019.
  • Material. All material handling during move-in and move- out, as well as the movement of empty crates and the operation of material handling equipment, must be performed by Shepard Exposition Services, except as indicated below. Shepard is not responsible for any material it does not handle. Exhibitors may “hand carry” material, provided material handling equipment is not used.
  • Display Installation. All displays must be in place by 8:00 p.m. on Tuesday, October 29th. Display material, cartons and refuse must be removed from the aisles, and empty crates labeled and ready for removal by 8:00 p.m. on the move-in day.
  • Late Installation. Late installation of exhibitor’s booth space will not be permitted without prior written permission from Show Management.
  • Default Occupancy. Any exhibitor failing to occupy space contracted for in a timely manner is not relieved of the obligation of paying the full rental price for such space, and GHRA’S management staff has the right to use such space as it sees fit to eliminated blank space in the exhibit, if such booth space is not occupied by the exhibitor 1 hour prior to the start of the exhibit.
  • Removal of Product or Equipment. The removal of product and equipment from Exhibitor’s exhibit space prior to the end of the Show is not permitted. Nothing may be removed on Wednesday, the final day of the show, before 5:00 p.m.
  • Timely Dismantle. Exhibitor agrees to dismantle its display as soon as practical after the end of the Show. If tear down of the exhibit has not commenced by 12:00 noon the day after Show close, then Show Management shall have the exhibit dismantled at the Exhibitor’s expense.
  • Early Move-out. Exhibitor shall not initiate move-out or abandon its exhibit prior to the official Show closing time on the final Show Violation will cause Exhibitor to be subject to a $500 fine and loss of eligibility to participate in the next year’s show.
  • Safety Requirements. Exhibitor shall not allow its display to block the view of, or impede access to fire alarm boxes, fire hose cabinets, fire extinguishers, fire strobe lights, or other safety equipment. Smoking is prohibited in the Las Vegas Convention Center and the Exhibit Areas.
  • Move-out Security. Exhibitor personnel should remain in the contracted exhibit space until Exhibitor’s display materials are secured and accepted by the freight carrier or otherwise removed by Exhibitor. Show Management and Shepard assume no responsibility for exhibit material left unattended in the exhibit hall during move-out. Submission of a Material Handling Agreement to Shepard does not transfer responsibility to Shepard.

6.   ADMISSION REGULATIONS

  • Children. No one under 16 years of age is allowed in the Show, including during Exhibitor move-in and move-out.
  • Badges. Admission to the Show is by official Show registration badge. Badges must be worn at all times, including move-in and move-out. Exhibitor is responsible for ensuring badges are provided only to the company’s personnel. Exhibitor badges may not be ordered for or transferred to buyers or non-employees. Badges are the property of Show Management and are non-transferable. Exhibitor waives any right to claim for damages against Show Management or the Facility for the ejection of any person or persons from the Facility by the Facility or Show Management where, in the sole determination of the Facility and/or Show Management, such person or persons have or likely will create a danger to public health and/ or safety or behave in an objectionable manner.

7.   VIOLATIONS

The Exhibitor shall be bound by the Rules as defined herein, and by such additional rules and regulations which may be established by the Facility and Show Management at any time. Show Management shall enforce all Rules and such additional rules and regulations, and its decision on these matters will be final. All matters and questions not covered by the Rules and such additional rules and regulations shall be subject to the final judgment and decision of Show Management. Any violation by the Exhibitor of any of the Rules and such additional rules and regulations shall subject Exhibitor to cancellation of the agreement to occupy exhibit space, to forfeiture of any monies paid on account thereof, and could make Exhibitor subject to loss of seniority points, loss of credentials for future shows and loss of other show privileges. Upon Show Management notifying Exhibitor of such cancellation, Show Management shall have the right to take possession of the Exhibitor’s space, remove all persons and properties of the Exhibitor, and hold the Exhibitor accountable for all risks and expenses incurred in such removal.

8.   COMPLIANCE WITH LAWS

Exhibitor agrees to comply with and be bound by all laws of the United States and the State of Texas, all ordinances of Harris County, and wherever applicable, all rules and regulations of the police department and fire department and those policies and criteria established by the Facility for use of the Exhibit Areas. Exhibitor must conform to all standard fire codes of the Facility, including the rule prohibiting combustible materials and explosives in and around Exhibit Areas unless approved in writing by Show Management and Facility.

9.   ACCESS CONTROL

24-hour access control will be provided from the start of move-in to the end of move-out. Show Management shall not be held responsible for the loss of any material by any cause and urges the Exhibitor to exercise normal precautions to discourage loss due to theft or any other cause. Show Management assumes no responsibility for goods delivered to the Exhibit Areas, or for materials left in the Exhibit Areas at any time. Exhibitors are encouraged to insure exhibit property against loss or theft.

10.   FAILURE TO HOLD EXPOSITIONS

Should any contingency prevent holding of the Exposition, GHRA may retain such part of exhibitor’s rental as shall be required to pay for expenses incurred up to the time such contingency shall have occurred. The exhibitor waivers all claims for damage or recovery of payments made except the return of the prorated amount paid for exhibit space less expenses incurred by GHRA and the chosen Exposition Services Company.