Convention Terms and Conditions
Below are the terms and conditions for the International Studies Association (hereafter shown as “ISA”) Annual Convention. The Annual Convention will be held March 30th - April 2nd, 2022 at the Gaylord Opryland Resort & Convention Center (hereafter shown as “Venue”) in Nashville, TN (hereafter shown as “Host City”).
Displays and Advertising 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.
Advertising materials of any kind, including signage, from organizations other than those contracted with ISA for exhibition are strictly prohibited.
All payments must be received in full within 30 days from the date of invoice but no later than December 1, 2021. Payments not received in full may result in forfeiture of any partial payment made and of booth and/or advertisement space. Payment for any Exhibitor applications received after December 1, 2021 will be due upon receipt of the invoice.
Checks should be made payable to the International Studies Association and must reference the assigned ISA invoice number in order to ensure that the payment is properly credited. Exhibition and advertising space are 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 remaining booth locations are assigned in the order that registrations are confirmed. Registrations and booth assignments are not confirmed until payment is received. All payments must be received by December 1, 2021.
The following is included in your booth rental fee:
The included 6’ skirted table can be upgraded to an 8’ table at no additional charge. The two plastic side chairs can be replaced with stools at 50% of the regular Exhibitor cost.
Additional furniture and electricity are not provided. Information regarding the purchase of additional furnishings and electricity will be available in the Exhibitor Kit which will be sent by December 14, 2021.
Global Experience Specialists (GES) is the exclusive official decorating company for this year’s Annual Convention and will manage decorating and freight handling. The GES Exhibitor Manual will be available by December 15, 2021. Exhibitors must contract with and pay GES directly for decorating company services.
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 to not obstruct visibility of surrounding displays.
Exhibitor Booth Personnel
Exhibitor booth personnel must comply with all rules and regulations of the Venue hotel, GES, and ISA as it relates to the event, including behavior, entry, shipping, security and equipment.
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. Exhibit Booth Badges may be picked up at the Exhibitor Registration desk during published registration hours.
The fee for each 10’ x 10’ booth space includes two (2) complimentary Exhibitor registrations and one (1) complimentary full Convention registration. Organizations may purchase additional Exhibitor registrations if needed. The cost for each additional Exhibitor registration is $175.00 (USD).
A list of booth personnel must be provided to ISA on or before January 31, 2022. Personnel names can be emailed to firstname.lastname@example.org.
Please note: If any Exhibitor booth personnel are also paper presenters, they must obtain full Convention registrations. The (1) complimentary full Convention registration can be used, however any additional full Convention registrations must be purchased at the published Convention registration rate.
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.
Exhibit cancellations must be received by ISA in writing. Cancellation notifications received by December 1, 2021 will receive a refund of 50% of the total booth costs. Exhibit booth fees are forfeited for any cancellation notices received after December 1, 2021.
Fire Code and Safety Regulations
Exhibitors must comply with all fire, health, and safety regulations at the Venue. 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 Host City.
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, pandemic or other communicable disease, 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 incurred by ISA in conjunction with such Exhibit, including a reasonable reserve for claims.
The Exhibitor assumes responsibility and agrees to indemnify and defend ISA and the Venue 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 Venue 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 Venue, 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 Venue 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.
The deadline for printed advertisements is December 1, 2021.
Advertisers are subject to the payment terms posted on ISA’s website. In order to be included in printed materials, payments for advertising must be received no later than December 1, 2021.
A cancellation fee of 25% will be assessed for cancellations of reserved advertising space received by December 1, 2021. After December 1, 2021, advertisement fees are non-refundable.
Sponsorship at the Annual Convention
A full list of sponsor benefits can be found on ISA’s website. All sponsors will receive recognition throughout the Annual Convention. Any Sponsor benefits apply only to sponsors that commit before December 1, 2021. Sponsors are subject to the payment terms posted on ISA’s website. In order to receive recognition in printed materials, payments for sponsorship must be received no later than December 1, 2021.
Receptions & Meeting Room Space at the Annual Convention
All requests for Exhibitor/Affiliate-sponsored functions, both public and private, must be arranged through the ISA Convention Planning Team at email@example.com.
Exhibitor/Affiliate-sponsored functions requiring space controlled by the Association according to its contract with the venue will be placed at the sole discretion of the ISA Convention Planning Team. ISA official program functions have priority over functions sponsored by other groups, including Exhibitors. Schedule changes and room reassignments are at the sole discretion of ISA, though every effort will be made to limit changes to within 2 months of the function.
Venue personnel are not authorized to assign function space (meeting or reception) during the ISA Convention. ISA will assist with catering suggestions, place food and beverage orders, and follow-up to make sure everything arrives as planned. ISA will coordinate direct billing arrangements between the Exhibitor/Affiliate and the Venue.
For more information, please contact the ISA Convention Planning Team at firstname.lastname@example.org.
If you have any questions on these terms and conditions, or need some any other assistance, please feel free to contact our Exhibits and Sponsorship Manager, Tara Guilleaume, who can help with anything you need.