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.
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.
Global Experience Specialists (GES) is the official decorating company for the ISA Annual Convention in Honolulu, Hawaii. GES will manage decorating and freight handling. The GES Exhibitor Manual will be available by December 24, 2019.
All payments must be submitted in full by December 1, 2019. 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.
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.
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.
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.
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, 2019.
The following is included in your booth rental fee
Persons under the age of 18 are prohibited from entering the Exhibit Hall during install and tear down.
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.
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 must comply with all rules and regulations of the Hilton Hawaiin Village 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 ISA Headquarters (firstname.lastname@example.org) by February 1, 2020. Badges may be picked up at the Exhibitor Registration desk during published registration hours.
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 received by December 1, 2019 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.
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 Honolulu.
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.
Exhibitor assumes responsibility and agrees to indemnify and defend ISA and the Hilton Hawaiian Village 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 Hawaiian Village Hotel maintains insurance covering the exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance.
The Exhibitor assumes the entire responsibility and agrees to indemnify and defend the International Studies Association, the Sheraton Centre Toronto 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 Hawaiian Village 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.
A cancellation fee of 25% will be assessed for cancellations of reserved advertising space received by December 1, 2019. After December 1st, advertisement fees are non-refundable.
Benefits apply only to sponsors that commit before December 1, 2019.
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
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.