NTDA Exhibitor Rules & Guidelines

26th Annual NTDA Convention
Oct. 11–13, 2017
TPC Sawgrass Marriott Golf Resort & Spa • Ponte Vedra Beach, FL

NTDA Convention Exhibitors agree to all terms, conditions and covenants herein contained.

  1. All exhibitors their agents, employees, affiliates, invitees, contractors, subcontractors or workmen are subject to the rules and regulations of the National Trailer Dealers Association (NTDA) and those imposed by the TPC Sawgrass Marriott Golf Resort & Spa.
a. Exhibitor agrees that it will hold harmless the NTDA, its Board of Directors, staff and hired service providers.
B. Exhibitor agrees that it will hold harmless the TPC Sawgrass Marriott Golf Resort & Spa.
c. Exhibitor is responsible for all damages to the TPC Sawgrass Marriott Golf Resort & Spa.
d. Any third-party vendors utilized by exhibitor must submit a certificate of insurance (see attached) required by TPC Sawgrass Marriott Golf Resort & Spa to gwen@ntda.org by Sept. 29, 2017.

2. The NTDA reserves the right to refuse requests for space if an Allied member is not in good standing as a member or is delinquent with payments owed to the Association.

3. The NTDA reserves the right to cancel this agreement at any time if, in its opinion, the terms and conditions of this agreement are not being observed.

4. The NTDA reserves the right to relocate your table or space if needed. Exhibitor will be notified of any changes.

5. Exhibitors may not sublet space.

6. Exhibitors that are allotted 10×20 or 10×10 booths in conjunction with their level of sponsorship are responsible for their own setup and tear down, and understand that the NTDA and its service provider(s) in cooperation with the hotel staff are providing assistance with the following:

a. Providing a company sign for your display or booth
b. Delivery of boxes 50 lbs. and under from Corporate 1 to your table or exhibit space
c. While the NTDA and hotel staff will make every effort to move materials that weigh more than 50 lbs. or that are packed in large crates or containers to your display area, Exhibitor may be responsible to move items if staff is unable to do so. (The shipment of large, heavy materials is discouraged. Do NOT ship carpeting!)
d. NTDA will supply pipe and drape for displays in 2017. NTDA determines the color and size.

7. Exhibitors that purchase an 8 ft. tabletop display are responsible for the setup and tear down of materials on their table and understand that the NTDA and its service providers in cooperation with the hotel staff are providing assistance with the following:

a. Providing a company sign for your display or booth
b. Delivery of boxes 50 lbs. and under from Corporate 1 to your table or exhibit space
c. While the NTDA and hotel staff will make every effort to move materials that weigh more than 50 lbs. or that are packed in large crates or containers to your display area, Exhibitor may be responsible to move items if staff is unable to do so. (The shipment of large, heavy materials is discouraged. Do NOT ship carpeting!)
d. NTDA will supply pipe and drape for displays in 2017. NTDA determines the color and size.

9. Videos, presentations or other information may be displayed on a laptop, tablet, screen or monitor. Depending on your A/V presentation, Exhibitor may need to contract with the hotel’s Audio/Visual provider or with the hotel for electrical services. Volume of such videos or presentations must be kept to a reasonable level in consideration of fellow exhibitors. Undue noise or unseemly methods of demonstration during the Exhibition will not be tolerated. Any amplified sound or sound from equipment of any kind must not interfere with fellow Exhibitors or attendees. The decision of what constitutes undue noise or unseemly methods shall rest with NTDA management, whose decision shall be final.

10. Exhibitors are responsible for all inbound/outbound shipping and receiving charges. Shipping to the TPC Sawgrass Marriott Golf Resort & Spa must comply with directions provided by the NTDA. Shipping will be handled in 2017 by Corporate One. See shipping label, address and warehouse dates.

11. Semi-trailers and heavy equipment may NOT be displayed. Semi-trailers may NOT be parked at the resort.

12. Exhibitor is permitted to display literature (e.g., flyers, brochures, CDs, stick drives, and the like) and promotional items (e.g., cups, pens, hats, and the like). Banner stands (pull-ups) may be used within the confines of your contracted space. Companies with pop-up displays that fit on an 8 ft. table must notify the NTDA of their display type at the time their Exhibitor Request Form is submitted. The Association respectfully requests that all Exhibitors with pop up displays select space on the outside perimeter of the ballroom so that those exhibitors without pop up displays may be more easily seen by attendees.

13. Exhibitor agrees to staff the booth at all times during the Exhibit and Strolling Luncheon on Thursday, Oct. 12. All attendees and exhibiting individuals must be registered to attend the Convention.

14. Drawings for prizes or give aways are acceptable. Exhibitors are prohibited from conducting a lottery or selling lottery and/or raffle tickets. Exhibitors may NOT request donations from members for any cause.

15. Soliciting for any purpose will NOT be permitted except from within the booth or space purchased for that purpose.

16. No Exhibitor is to mar or in any way deface the premises. In particular, no nails, hooks, tacks, screws, gummed or adhesive stickers are to be utilized on/in any part of the premises. Use of said materials will be subject to reasonable removal/repair charges by the TPC Sawgrass Marriott Golf Resort & Spa. Exhibitors may NOT hang banners, signs, posters or any other materials on the walls of the ballroom or in any space outside the ballroom.

17. Fire prevention control: Exhibitor agrees to observe all fire regulations and maintain acceptable fire prevention practices as required by the local authority having jurisdiction over these matters.

18. Exhibitor setup will begin at 1:00 p.m. on Wednesday, Oct. 11 in the Champions E, F, G and H Ballroom. Exhibitors who fail to set up by 11:00 a.m. on Thursday, Oct. 12, 2017 will have their table/signage removed.

20. Exhibitor agrees to not tear down booth until after the Exhibit and Strolling Luncheon has concluded.

21. In the event the Convention and/or Exhibition and Strolling Luncheon should be canceled, all Exhibitors will be contacted immediately and any fees relative to the Exhibit will be refunded.