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05/23/2017

Exhibitor Info

Exhibitor Information

2019 Trade Show Registration is NOW AVAILABLE!

Exhibit space for the 2019 Trade Show is open to LeadingAge Ohio Partners, Associate Firm members, non-members and prospect firms. The trade show floor for 2019 mirrors the same layout as last year.

A few things to keep in mind for 2019:

  • All booth spaces are 6' x 8' and your set-up must remain inside this space
  • Lunch and beverage stations will be located inside the Easton Grand Ballroom (see map)
  • Dessert and coffee station will be located in the Easton Foyer (see map)
  • There is no General Session on the day of the Trade Show
  • Attendees can only enter/exit through the three entry points in the main hallway
  • Sessions taking place before the trade show opens will be held in Salon 1-3 and Juniper A, B and C... So attendees will be entering the trade show from all three entrances
  • Booth attendees are welcome to attend sessions on the day of the trade show as part of your exhibit booth registration
  • All booth attendees are warmly welcome to attend the Casino Night events that begins at 5:00PM that evening

Booth Payment Due Dates:

  • Booth spaces must be paid in full by June 28. Booths registrations not paid for at that time will be cancelled and open to selection by other exhibitors
  • Booth registrations received on July 1 or after must be paid in full at time of registration to secure exhibit space

Questions regarding the 2019 Trade Show? Contact Corey Markham, Director of Corporate Relations and Initiatives, at cmarkham@leadingageohio.org or 614-545-9015.

Exhibitor Registration Form - Updated Trade Show Floor Map

Trade Show Floor Layout - The trade show floor map will be updated every Monday showing what trade show booths are still available. This is the link you should use when deciding on your booth location.
**Please note the three booths highlighted in pink are not currently available**

Exhibitor Registration Form - Download the PDF and complete. Return completed registration forms to Corey Markham at cmarkham@leadingageohio.org, fax to 614-444-2974 or mail to LeadingAge Ohio, Attn: Corey Markham, 2233 North Bank Drive, Columbus OH 43220.

Upon receipt of your registration form, an electronic invoice will be emailed to the Trade Show Contact which can be used to make payment online or printed in the event a check needs processed. Confirmation emails will go once payment for a booth has been received.

Exhibit Terms and Conditions

Assignment of Booth Space
LeadingAge Ohio is hereby authorized to reserve booth space for our use during its 2019 Annual Conference and Trade Show to be held at Hilton Columbus at Easton, Wednesday, August 28, 2019, from 11:45 a.m. – 2:00 p.m. Exhibitor space will be assigned on a first come, first-served basis determined by receipt date of signed contract and full payment. No telephone reservations will be accepted. Management reserves the right to reassign booth locations.

Exhibitor Agreement / Payment Terms / Cancellation Fees
You will receive a confirmation email from Corey Markham when your registration has been accepted. Booth registrations must be paid in full by June 28. Booths registrations not paid in full at that time will be cancelled and open to selection by other exhibitors. Booth registrations received on July 1 or after must be paid in full at time of registration. Booth registrations cancelled after August 1, 2019 is subject to a $500 cancellation fee.

Subletting of Space
Exhibitors may not assign, sublet or apportion to others the whole or any part of the space allotted and may advertise and display only the goods or services manufactured or sold by them in the regular course of their business.

Exhibit Installation/

  • Early Exhibitor Move-In: Tuesday, August 27 7:00PM-9:00PM
  • Exhibitor Move-In: Wednesday, August 28, 9:00AM-11:30AM
  • Trade Show Open: Wednesday, August 28, 11:45AM-2:00PM
  • Exhibitor Move Out: Wednesday, August 28, 2:15PM-4:30PM

Contractor Services
Exhibitor Service Kits will be e-mailed early July, 2019, by the designated Trade Show contractor Fern Exposition and Event Services. Fern Exposition and Event Services will provide all show services other than supervision, specialized booth design, and ancillary options. All other items used in the booth are to be provided by Fern Exposition and Event Services. Fern Exposition and Event Services will also receive direct and advance shipments and van loads, handle freight and provide rigging, labor and equipment. All services not ordered in advance must be procured through the Fern Exposition and Event Services Exhibitor Service Center maintained onsite. LeadingAge Ohio shall have the right to remove the exhibitor and any unauthorized contractors from the exhibit floor for violation of this rule.

Security
Only persons registered as booth reps and who appear on the exhibiting company’s payroll may staff the exhibit booth. All reps must visibly wear the official LeadingAge Ohio badge throughout the event. Each exhibitor is responsible for obtaining his/her own name badge from the LeadingAge Ohio Exhibitor Registration Desk.  Each exhibitor must make provisions for the safeguarding of goods, materials, equipment and display at all times. LeadingAge Ohio will not be responsible for loss of any materials by or for any cause. The exhibitor must surrender space occupied in the same condition it was at the time of occupation.

Exhibitor’s Representatives
Each exhibitor must provide a representative(s) within the exhibit space during open hours. Registration fees include two booth reps only. Additional booth representatives may be registered for the additional charge of $150. No exhibiting company will be allowed more than the maximum four reps.

Attendance
Only manufacturers and dealers who have contracted and paid for space assignments or who are LeadingAge Ohio Partners will be allowed in the exhibition area, along with registered conference attendees and registered firms and individuals. No admittance will be given to any person who has not been officially registered for the Annual Conference and Trade Show by LeadingAge Ohio. No guests of exhibiting companies will be admitted on the exhibit floor.

Special Visual and Sound Effects
Audio, visual, and other sound and attention-grabbing devices and effects will be permitted only in those locations and at an intensity that does not interfere with the activities of neighboring exhibitors.  Exhibitors are responsible for paying any licensing fees for music played in their booth that is not in the public domain.

Other Activities
All activities of each exhibitor must be confined to the exhibitor’s allotted space and include no alcoholic beverages, soft drinks, popcorn, or food for consumption.

Violations
Violations of any of these regulations on the part of the exhibitor or the employees or agents of the exhibitor shall, at the option of LeadingAge Ohio, negate the right to occupy space and/or be fined, and such exhibitor shall forfeit to LeadingAge Ohio all monies paid.

Liabilities
To the extent permitted by law, the exhibitor is responsible for all damage to the exhibit hall and for any and all claims and demands on account of any injury, death or damage to property occurring in or upon the exhibitor’s booth space or because of the acts of the exhibitor or her/his employees, servants, agents, licensees or contractors. The exhibitor agrees to and shall indemnify and hold harmless LeadingAge Ohio from and against any and all liability, claims or demands that may arise from or be asserted in connection with the foregoing undertakings and responsibilities of the exhibitor. Neither LeadingAge Ohio, its service contractors, the management of the Hilton at Easton, their agents, servants, contractors or employees are or shall be liable for injuries to any person or for damage to property owned or controlled by the exhibitor, unless caused by or resulting from negligence of LeadingAge Ohio, its service contractors or the management of Convention Center staff. In case any part of Battelle Hall North is destroyed or damaged, preventing LeadingAge Ohio from permitting an exhibitor to occupy assigned space during any part or the whole of the exhibition period, or in case occupation of assigned space during any part or the whole of the exhibition period is prevented by strikes, acts of God (including weather), national emergency or other cause only for the period space was or could have been occupied by the exhibitor, the exhibitor hereby waives any claim against LeadingAge Ohio, its directors, officers, agents or employees for losses or damages that may arise in consequence of such liability to occupy assigned space.

General
All matters and questions not covered by the regulations are subject to the decision of LeadingAge Ohio. These regulations may be amended at any time by LeadingAge Ohio and all amendments shall be equally binding on all parties affected by them as are the original regulations. A LeadingAge Ohio staff person(s) will be available on the exhibit floor throughout the show to answer questions and help where needed. LeadingAge Ohio reserves the right to move exhibit locations if necessary.

 

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