ISA 2018 Terms and Conditions to Exhibit, Advertise and Sponsor

Terms

By participating in ISA's exhibiting, sponsoring and advertising services, you are agreeing to having read and understood these terms and conditions. You also agree that you are able to represent your company or organization in agreeing to these terms.

Terms and Conditions for the Convention

Displays and Advertisement Materials

Per Fire Marshall Regulations, all booth displays, including tables, chairs, and signage, must remain within the dimensions of the booth(s) and in a way that does not interfere with other exhibitor displays. Distributing advertising materials outside of the exhibitor’s rented space is not permitted. Aisles must not be obstructed at any time.

ISA reserves the right to restrict any activity which might be considered undesirable or does not conform to the Terms and Conditions.

Convention Photo Release Agreement

Photographs and videos are taken at ISA conferences by ISA's officers, staff, members, registrants, contractors, and affiliates for use by ISA and/or its affiliates. Your image and likeness (including your picture – photographic, digital and electronic forms) and videos containing you (including sound and image) may be used for marketing, publicity, promotions, member services, and training activities for ISA. By registering for this meeting, you agree to allow ISA and/or its affiliates to use the photographs/videos captured at public or official activities, as well as public events or locations, including but not limited to: events, panels, presentations, meetings, exhibits, lobbies, hallways, bars and restaurants—which may include you—in all media formats worldwide.

Canvassing

Advertising materials of any kind, including signage, from organizations other than those contracted with ISA for exhibition are strictly prohibited.

Decorating Contractor

Global Experience Specialists (GES) is the official decorating company for the ISA Annual Convention in San Francisco. GES will manage decorating and freight handling. The GES Exhibitor Manual will be available by December 15, 2017.

Payment Deadline

 

All payments must be submitted in full by December 1, 2017. Payments not received may result in both a cancellation fee and forfeiture of booth and/or advertisement space.

Checks should be made payable to the International Studies Association and should reference the assigned ISA invoice number in order to insure that the payment is properly credited. Exhibition and advertisement space is not confirmed until full payment is received.

Oral Modification Clause

 

Exhibitor and Advertiser Applications and Contracts may not be orally modified by any member of ISA or its agents. All contract modifications and exemptions must be in writing and authorized by the appropriate ISA representative.

Amendment to Contract Regulations

Any and all points not covered specifically are subject to the decision of ISA. ISA may, in its sole discretion, make reasonable changes, amendments, or additions to Terms and Conditions. Any such changes shall be binding on the exhibitor equally with the other regulations contained herein.

 

Exhibiting at the Annual Convention

Eligibility to Exhibit

All display materials and their contents must be consistent with teaching and research in the international studies discipline, and the professional development of scholars, professionals, educators, and students in the field of international relations. The reassignment, sublet, or sharing of booth space is prohibited without written consent from ISA.

ISA reserves the right to refuse any application for exhibition or advertisement space, as well as curtail or cancel any exhibit or advertisement that, at the discretion of ISA, is inconsistent with the teaching, research, professional goals of the discipline and association, or that are in violation of ISA rules and regulations. This policy also applies to displays, product sales, giveaways (including novelties and souvenirs) and the behavior of exhibitors or their employees. Politically or ideologically partisan exhibits are subject to the approval of ISA.

Assignment of Space

ISA reserves the right to offer preferred booth placement to exhibitors based on sponsor commitments and participation history. The rest of the booths are assigned on a first-come, first-served basis. Your reservation and booth assignment are not confirmed until payment is received. Please note that ISA is using Intuit Billing Solution for all credit card transactions. Booth assignments are not confirmed until full payment is received. All payments must be received by December 1, 2017.

Booth Package

The following is included in your booth rental fee

  • One (1) 8’x10’ booth with an 8’ high background drape and 3’ high side drapes
  • One (1) 8' skirted table and one wastebasket.
  • One (1) 7”x 44” publisher identification sign.
  • Two (2) plastic side chairs. Or stools at 50% of the regular exhibitor rate price.
  • Complimentary registration for three (3) attendees per booth.
  • Listing in the Convention Program.
  • Security service during official exhibit hall hours.

Install and Tear Down

  • Tuesday, April 3 from 1:00pm to 5:00pm (Exhibitor Install)
  • Wednesday, April 4 fom 9:00am to 12:00pm (Exhibitor Install)
  • Saturday, April 7 from 12:00pm – 3:00pm (Exhibitor Tear Down)

Persons under the age of 18 are prohibited from entering the Exhibit Hall during install and tear down.

Show Hours

  • Wednesday, April 4 from 1:00pm to 6:00pm
  • Thursday, April 5 from 9:00am to 6:00pm
  • Friday, April 6 from 9:00am to 6:00pm
  • Saturday, April 7 from 9:00am to 12:00pm

Early Departure

In order to minimize disturbances and hazards from early departures, exhibitors are required to staff contracted space during all hours that the hall is open. Failure to do so may result in deferred booth assignments for future conventions.

Booth Equipment and Construction

Nails, screws, and other items that can cause permanent damage to hotel property are prohibited. Booth displays and equipment must be self-supporting and positioned so as to not obstruct visibility of surrounding displays.

Exhibitor Booth Personnel

Exhibitor booth personnel must comply with all rules and regulations of the Hilton Atlanta Hotel, GES, and ISA as it relates to the event, including behavior, entry, shipping, security and equipment.

Booth fees include three (3) complimentary exhibitor registrations per 8’x10’ booth purchased and can only be used by employees of the exhibiting organization. Companies with more than three booth representatives will be assessed a fee of $175.00 (USD) for each additional booth representative. Paper presenters may not register as exhibitors and will be required to pay the published Convention Registration rate. Exhibition booths must be staffed during all ISA Convention show hours. Exhibitor badges must be worn at all times for admission to the Exhibition Hall. Booth personnel must pre-register by sending the names, email addresses and city/state of the booth personnel to Kristin Nacovsky (knacovsky@isanet.org) by February 1, 2018. Badges may be picked up at the Exhibitor Registration desk during published registration hours.

Security

ISA is not responsible for any loss or theft of exhibitor materials. Please do not store valuable items in the exhibit hall. ISA will provide security during exhibitor install, tear down and during the hours when the exhibit hall is closed. ISA will provide badge checkers during show hours. ISA is not liable for harm or damage to exhibitor property, employees or agents due to theft, fire, accident, or other causes.

Cancellations

Exhibit cancellations received by December 1, 2017 will be assessed a 50% cancellation fee. After December 1st, exhibit fees are non-refundable. Booth reservations are not confirmed until payment has been received.

Fire Code and Safety Regulations

Exhibitors must comply with all fire, health, and safety regulations at the Convention Hotel. Flame-proof booth decorations are required. Excess exhibition materials must be properly stored with GES and shall not be placed under booth tables, in aisles, or behind drapery. The exhibitor will be responsible for all fines associated with noncompliance with fire codes enforced by the City of San Francisco.

Termination of Meeting and Exhibit

In the event that the Convention location is deemed unsuitable for occupancy, or should the Convention and Exhibition be interfered with due to strike, picketing, boycott, embargo, injunction, war, riot, emergency declared by a government agency, or any other act beyond the control of ISA, the Application and Contract may be terminated. ISA will not incur any liability for damages sustained by the exhibitor as a result of such termination. In the event of such termination, the exhibitor expressly waives such liability and releases ISA of and from all claims for damages and agrees that ISA shall have no obligations except to refund to the exhibitors a prorated share of the aggregate amount received by ISA (as rental for exhibit space for said Exhibit), after deducting all costs and expenses in conjunction with such Exhibit, including a reasonable reserve for claims.

Responsibility Clause

Exhibitor assumes responsibility and agrees to indemnify and defend ISA and the Hilton Union Square San Francisco Hotel and their respective employees and agents against any claims or expenses arising out of the use of the exhibition premises.

The exhibitor understands that neither ISA nor the Hilton Union Square San Francisco Hotel maintains insurance covering the exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance.

Indemnification and Waiver

The Exhibitor assumes the entire responsibility and agrees to indemnify and defend the International Studies Association, the Hilton Union Square San Francisco Hotel, and their respective employees and agents against any claims or expenses for loss, injury or damage arising out of the use of the exhibition premises. The Exhibitor understands that neither the International Studies Association nor the Hilton Union Square San Francisco Hotel maintain insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance. If ISA shall be held liable for any event which might result from a particular exhibitor’s action or failure to act, such exhibitor shall reimburse and hold harmless ISA against any liability resulting there from. ISA will provide security services during the official hours of installation, dismantle and exhibition. Furnishing such service is not to be interpreted by exhibitors as guaranteeing them against loss or theft of any kind.

Hardcopy Program Advertisements for the Annual Convention

Cancellations

A cancellation fee of 25% will be assessed for cancellations of reserved advertising space received by December 1, 2017. After December 1st, advertisement fees are non-refundable.

Sponsorship at the Annual Convention

Benefits apply only to sponsors that commit before December 1, 2017.

  • Premier Platinum company logos must be received no later than December 1, 2017 in order to be included in the final convention program and signage. Only high resolution .jpg or .eps formats will be accepted.
  • Premier Platinum sponsor benefit covers guest room and tax only. Complimentary room nights must be used during the official convention dates and are based on availability. The reservation may or may not be at the host hotel. Offer applies to single or double run-of-house guestrooms only. Complimentary nights have no cash value, cannot be transferred or used on dates other than the official convention dates and may be used for up to two (2) different reservations. Hotel reservation names must be provided to ISA no later than December 1, 2017. After December 1st, sponsor benefits are no longer available. Other restrictions may apply.
  • Mailing lists contain pre-registered attendees mailing address and is current within 10 business days of the date list was paid. Please allow up to 10 business days for processing
  • Sponsors that commit before December 1, 2017 may be assigned preferred booth placement depending on availability.

Receptions & Meeting Room Space at the Annual Convention

All requests for affiliate meetings and/or receptions (including booth receptions) must be arranged through the ISA Director of Conventions, Jeanne White, JWhite@isanet.org, 520.396.4546.

Hotel personnel are not authorized to assign meeting or reception space during the ISA Convention. ISA will coordinate the billing arrangements, assist with catering suggestions, place your food and beverage orders, and follow-up to make sure everything arrives as planned

Questions?

If you have any questions on these terms and conditions, or need some any other assistance, please feel free to contact our Program Coordinator, Kristin Nacovsky, who can help with anything you need.

Contact Kristin

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The International Studies Association

Representing 100 countries, ISA has over 6,500 members worldwide and is the most respected and widely known scholarly association in this field. Endeavoring to create communities of scholars dedicated to international studies, ISA is divided into 6 geographic subdivisions of ISA (Regions), 29 thematic groups (Sections) and 4 Caucuses which provide opportunities to exchange ideas and research with local colleagues and within specific subject areas.
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