NTDA 2019 Exhibitor Kit

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), those imposed by The Breakers or by Freeman.

2. Liability:

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 The Breakers.
c. Exhibitor agrees that it will hold harmless Freeman.
d. Exhibitor is responsible for all damages to the The Breakers.
e. Freeman or any third-party vendors utilized by exhibitor must submit a certificate of insurance (see attached) required by The Breakers to gwen@ntda.org by Sept. 20, 2019.

3. 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. No space requests will be granted on-site. All Exhibit space for 2019 is sold out. No additional space can be added.

4. 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.

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

6. Exhibitors may not sublet space.

7. Exhibitors that are allotted 10×20 booths in conjunction with their level of sponsorship are responsible for their own setup and tear down or they may contract Freeman Decorating Services this year. Exhibitor understands that the NTDA and its service provider(s) are providing assistance with the following:

a. NTDA will supply a company sign for your display or booth.
b. NTDA will supply pipe and drape as needed in 2019. NTDA determines the color, size and location.
c. The Breakers will supply a draped table and two chairs.

8. Exhibitors that purchase a 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 Freeman Decorating are
providing assistance with the following:

a. NTDA will supply a company sign for your display.
b. NTDA will supply pipe and drape as needed in 2019. NTDA determines the color, size and location.
c. The Breakers will supply a table and two chairs.
d. All other services, including electrical, audio/visual, shipping and receiving, booth set up, booth rental, etc. may be contracted through Freeman or the hotel’s preferred vendors. See attached order forms.

9. Audio/visual, electrical, Internet access, special lighting and other items are the responsibility of the exhibitor and may be contracted by the Exhibitor through the Freeman or through The Breakers’ preferred vendors.

Please see attached order forms.

10. 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.

11. Exhibitors are responsible for all inbound/outbound shipping and receiving charges. Shipping to The
Breakers must comply with directions provided by the NTDA. Shipping will be handled in 2019 by Freeman
Orlando. See attached shipping label, address and warehouse dates.

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

13. 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.

14. Exhibitor agrees to staff the booth at all times during the Exhibition and Luncheon on Thursday, Oct. 10, 2019. All attendees and exhibiting individuals must be registered to attend the Convention.

15. 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.

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

17. 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 Breakers. Exhibitors may NOT hang banners, signs, posters or any other materials on the walls of the ballroom or in any space outside the ballroom.

18. 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.

19. Exhibitor setup will begin at 1:00 p.m. on Wednesday, Oct. 9 in The Breakers’ Venetian and Mediterranean
Ballrooms. Exhibitors who fail to set up by 11:00 a.m. on Thursday, Oct. 11, 2019 will have their table/signage
removed. Please be courteous of NTDA’s General Session and Keynote Speakers. Please make every attempt to set up your display BEFORE presentations begin. Please do not rudely or abruptly leave the General Session/Keynote Presentation for booth set up.

20. Exhibitor agrees to not tear down booth until after the Exhibition has concluded.

21. Exhibitor agrees to tear down its display and vacate the Venetian and Mediterranean Ballrooms by 5:00 p.m. on Thursday, Oct. 11, 2019.

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