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Questions?
Suela Mustafa
Marketing Director
520.621.7754 | SuelaMustafa@isanet.org
Annual Convention
ISA 54th Annual Convention in San Francisco
April 3-6, 2013
- 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 Contract Regulations.
- Convention Photo Release Agreement -
ISA has official photographers/videographers at our conventions. Photographs/videos taken at the ISA Convention may be used for marketing, publicity, promotions, advertising and training activities for ISA. By registering for this meeting, you agree to allow ISA to use the photographs/videos—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 and Shipping -
The official shipping company for the 2013 ISA Convention is GES. The GES exhibitor kit will be available December 4, 2012.
- Payment Deadline -
All payments must be submitted in full by December 3, 2012. 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.
Payments should be sent to:
Suela Mustafa
Marketing Director
International Studies Association
324 Social Sciences, University of Arizona
Tucson, AZ 85721
- 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 Contract Regulations. Any such changes shall be binding on the exhibitor equally with the other regulations contained herein.
- Labor Jurisdictions, Bay Area -
Exhibit labor: All work involved in the erection, touch-up painting, dismantling, and repair of all exhibits may fall under union jurisdiction. This work is to include wall coverings, floor coverings, pipe and drape, painting, hanging of signs and/or decorative materials from the ceiling, placement of all signs, and the erection of platforms used for exhibit purposes.
This does not apply to the unpacking and placement of merchandise.
Full-time employees of exhibiting companies may set their own exhibits provided that tone person can accomplish the task in less than one-half (1/2) hour without the use of tools.
If the exhibit preparation, installation, or dismantling requires more than one-half (1/2) hour, exhibitors, must use personnel supplied by the Official Services Contractor. However, please note that when union labor is required, exhibitors may provide one full-time company employee to supervise work with the union crew. Any full-time company personnel involved should be prepared to produce some type of company identification when engaged in these activities.
Freight Handling: 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.
Full-time employees of exhibiting companies may ‘hand carry’ material provided they do not use material handling equipment. When exhibitors do choose to ‘hand carry’ material, they may not be permitted access to the loading dock/freight door areas. GES Exposition Services will not be responsible for any material we do not handle.
All exhibitors are expected to comply with any union requirements in effect and as outlined in the “SHOW SITE WORK RULES” section of the Exhibitor kit.
Gratuities: Our work rules prohibit the SOLICITATION OR ACCEPTANCE of tips in cash, product or gifts in kind by any employee (union or non-union). Our employees are paid appropriate wages denoting professional status, therefore tipping of any kind is not allowed.
Always Honest Hotline: GES requires the highest standards of integrity from all employees. Please call our confidential Always Honest hotline at 866.225.8230 to report fraudulent or unethical behavior.
| Union | Responsibilities | Contract Expiration |
|---|---|---|
| Electricians | Responsible for assembly, installation and dismantle of anything that uses electricity as a source of power. This includes electrical wiring, hook-ups, interconnections, etc. | May 31, 2014 |
| Teamsters | Handle all materials in and out of the hall. Exhibitors are permitted to hand carry small packages into the hall. | March 1, 2014 |
| Decorators | Handle the hanging of all non-electrical signs, drape and cloth installations and tacked fabric panels. Handle the uncrating of exhibits and display materials, installation and dismantle of exhibits including cabinets, fixtures, shelving units, furniture, etc., laying of floor tile and carpet and recreating of exhibits and machinery. They also handle the installation and dismantling of scaffolding, bleachers and the ganging of chairs. They handle the rigging, hanging and removing of all hanging signs. | March 31, 2012 |
| Plumbers | Handle all plumbing works such as compressed air, water drains or natural gas. | Subcontracted |
Exhibition, Annual Convention Specifics
- 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, firstserved 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 3, 2012.
- 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) 6’ or 8' skirted table and one wastebasket.
- One (1) 7”x 44” publisher identification sign.
- Two (2) plastic side chairs or stools.*
- Complimentary registration for three (3) attendees per booth.
- Listing in the Convention Program.
- 24 hour Security Service
*Stools will be supplied at the exhibitor rate less 50%
- Install and Tear Down -
- Tuesday, April 2 from 1:00pm to 6:00pm (Exhibitor Install)
- Wednesday April 3 from 8:00am to 12:00pm (Exhibitor Install)
- Saturday, April 6 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 -
The 2013 ISA Convention and Book Exhibition hours will be as follows:
- Wednesday, April 3 | 1:00 PM – 6:00 PM
- Thursday, April 4 | 9:00 AM – 6:00 PM
- Friday, April 5 | 9:00 AM – 6:00 PM
- Saturday, April 6 | 9:00 AM – 12:00 PM
- Book Sales -
Exhibitors and Sponsors cannot sell books at reception events. ISA limits all book sales to the exhibit hall only.
- 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 Convention Hotel 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 $120.00 (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 Suela Mustafa (suelamustafa@isanet.org) by February 1, 2013. 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. 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.
- On-Site Sales -
Cash and credit sales are accepted. Exhibitors are responsible for all licenses, taxes, and business requirements associated with sales in the City of San Francisco and the State of California.
- Cancellations -
Exhibit cancellations received by December 3, 2012 will be assessed a 50% cancellation fee. After December 3rd, 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, California.
- 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 the Group and the 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 the Group nor the 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 San Francisco, 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 San Francisco 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 Advertisement, Annual Convention Specifics
- Cancellations -
A cancellation fee of 25% will be assessed for cancellations of reserved advertising space received by December 3, 2012. After December 3rd, advertisement fees are non-refundable.
Sponsorship, Annual Convention Specifics
Benefits apply only to sponsors that commit before February 15, 2013.
- Company logo must be received no later than December 3, 2012 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. 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 3rd, 2012. After December 3rd, sponsor benefits are no longer available. Other restrictions may apply.
- Convention attendee mailing list contains pre-registered attendees only and is current within 10 business days of the date list is requested. Please allow up to 10 business days for processing.
- Sponsors that commit before December 3st, 2012 may be assigned preferred booth placement depending on availability.
Book Sales
Exhibitors and Sponsors cannot sell books at reception events. ISA limits all book sales to the exhibit hall only.
Receptions & Meeting Room Space, Annual Convention Specifics
All requests for affiliate meetings and/or receptions (including booth receptions) must be arranged through the ISA Director of Conventions, Jeanne White, JeanneWhite@isanet.org, 520.621.2327.
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.
Online Ads
Online Ads will be displayed as three ads in each of our selected locations, and will rotate ads based on the number of ads we have received. For additional information, see Online Ads.
ISA Group Conferences Sponsorship
Mailing List Rentals
Lists are rented on a single-use basis and the information is updated as of the date of request. Mailing lists are non-refundable and non-transferable. For additional information, see Mailing Lists.
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