Vendor Instructions

Vendor Booths area will be ready for setup Tuesday Morning and must be completed by 4pm.
Breakdown will be Wednesday after exhibit hall hours, before 9pm.

If you have special needs, please notify Celia Jimeneze at [email protected].

Vendor Room Reservations

CLICK HERE TO RESERVE YOUR ROOM!

KEYS Conference Display Rules and Regulations

In accordance with the attached agreement and conditions, we, hereby make application for exhibit space during the KEYS conference at the Hilton Hotel in Concord, CA. We have read the regulation and agree to conform to same. We understand that these regulations are incorporated into this contract by reference and understand that all booth rental fees are to be paid in full, in advance of the Conference.

Set Up Requirements: Show management requires that at least one representative from each exhibiting company check in at the Exhibitor Registration Desk and set up his/her booths(s) during the times provided. Please note that exhibitors who do not complete set up of their booth(s) before 5pm on Tuesday, April 15^th, automatically forfeit their exhibit space unless previous arrangements have been made with show management. The disposition of the booth space will be entirely at the discretion of show management. No refunds will be granted, nor will previous monies be applied to future shows or marketing areas.

Use of Space/Codes and Agreements

A) Exhibitor agrees to be bound by the rules and regulations of the conference. Exhibitor further agrees to adhere to and be bound bay (1) all applicable fire, utility and building codes and with jurisdiction at the conference site (2) any rules and regulations of the facility where the conference is held (3) the terms and leaves and agreements between KEYS and the managers/owners of said facility and (4) the terms of any and all lease agreements between KEYS and any party relating to the conference.

B) KEYS will make its best effort to assign exhibitor the booth referred by said exhibitor.  Competitors are automatically separated if additional booth space is available. Should none of the exhibitor booth choices be available, KEYS will assign the nearest space available. KEYS reserves the right to make changes in booth assignment and the floor plan without prior approval of exhibitor.

C) A single exhibit booth must be occupied by only one company. Companies displaying jointly must reserve booths according to the number of firms involved in the display. An exhibit booth belongs to the company for the duration of the show.

D) Displaying dimensions may not exceed the 8′ height of the backdrop or the 3′ height of the side rails. Displays that do not conform to these specifications must be approved by Keys Staff, violating this policy may cause your booth to be dismantled at the discretion of the KEYS due to infringement of the visibility of, or interference with adjoining displays. All displays, demonstrations, sales activities, etc, must be contained within the reserved booth space and must not impede traffic through the aisles.

E) Exhibits that include the operation of radios, video equipment, public address systems or any noise-making machines must be conducted or arranged so that the noise resulting front he demonstrations will not annoy or disturb adjacent exhibitors. Exhibits that include the use of copyrighted music must obtain the proper licensing to use such music. The exhibitor assumes entire responsibility for the use of this music and shall indemnify and hold harmless the KEYS from any and all losses, damages and claims arising from this use.

F) All materials used in displays must be flame proof and meet local fire regulations and conform to local codes.

G) Food and beverages may be served or consumed only if they represent the product being exhibited. A six ounce limitation is placed on the size of the cups used for beverage distribution.

H) The Concord Hilton prohibits the use of helium balloons in the hotel.

I) Any outstanding debts with the KEYS must be paid in full prior to any company, organization or agency occupying an exhibit booth at any KEYS show.

J) All regulations as states in this brochure are part of the legally binding Booth Reservation Contract. In typing your digital signature, the exhibitor agrees to abide by the regulations as stated herein and on the Booth Reservation Contract itself. The KEYS Committee shall have sole control over the admissions of persons into the exposition. All persons visiting the exhibit area will be admitted according to the rules and regulations of the exposition. Any and all matters and questions not specifically covered by the articles in this contract shall be addressed to management. The aforementioned items covered by this contract may be amended at any time by the management in the interest of the exposition and notice thereof small be binding on exhibitors equally with the forgoing rules set forth in this contract.

OVERSIZED DISPLAY INFORMATION

Any display that exceeds normal display regulations must be approved, in writing, prior to the exhibit show. Permission must be granted and arrangements made for oversized displays which may require early setup. Exhibitors who need to gain approval and make special setup arrangements must contact Celia Jimeneze, (707)280-4468 / [email protected], Vendor chair, at least 30 days in advance of the show. Displays that do not conform to regulations as stated herein and have not been approved by KEYS prior to the show will not be allowed.

STORAGE OF PACKING BOXES OR CRATES

Crates, boxes or other extraneous materials are not to be stored in the exhibit booths during the show. Arrangements must be made with the decorator for pickup, storage and return at regular drayage rates.

SECURITY – LIABILITY – INSURANCE

Neither the KEYS committee, the official service contractor, nor the exhibit representatives and/or employees thereof will be responsible for injury, loss or damage that may occur to the exhibitor, exhibitor employees, or property from any cause whatsoever, prior, during or subsequent to the period covered by this application/contract.

During the exhibit setup and dismantling hours, and in the evening after the close of exhibits, overall security will be provided in the exhibit area. During exhibit hours, the exhibitor representative will be responsible for security in the booth. Small items of value should be removed from the area when the show is not in session. After show hours, only property identified as the exhibitors, with the permission of the show management, may be locked up to insure safety and the expense of the exhibitor.

KEYS, its agents and employees will not be liable for failure to hold the show as scheduled. Payment for exhibit space will be returned in that event. Any actual expenses incurred in connection with the show will be deducted if the show is called off ninety days or less prior to the opening day due to fire, any act or epidemic, or any law or regulation or public authority, which makes it impossible or impractical to hold the event.

Exhibitors agree to maintain such insurance that will fully protect the show management from any and all claims of any nature whatsoever, including claims under the Workers Compensation Act, and for personal injury, including death, which may arise in connection with the installation, operation, or dismantlement of the exhibitor display.

Damage to inadequately packed property is the exhibitors responsibility. Damage to the facility housing the show caused or done by the exhibitor, shall be replaced or repaired by the exhibitor. Additionally, the exhibitor agrees to protect, save and hold harmless, the KEYS and the facility housing the show, or any part thereof, directly or indirectly. Exhibitors are advised to add on to their existing insurance a portal-to-portal rider protecting them against the loss or damage of their material by fire, theft, accident, etc.

CARE OF BUILDING AND EQUIPMENT

Exhibitors or their agents shall not injure or deface the walls of the building, the booths or the equipment of the booths. Exhibitors are not permitted to drive tacks, nails or screws into the walls or woodwork. When such damage appears, the exhibitor is liable to the owner of the property so damaged. Use of stickers and decals is limited to the exhibitors own display.

EXHIBITOR REGISTRATION

Exhibitor must register with show management prior to setup. Each exhibitor must wear a badge. Each booth rental entitles the exhibitor to daily lunch and drink tickets for one person. Additional tickets may be purchase at a rate of $30 per person per day. Please provide the names of all representatives in advance to minimize delays in registration.

HOSPITALITY SUITES/PRIVATE PARTIES

Only exhibitors are authorized to use hospitality suites in the official hotel through KEYS. Such suites shall only be open during hours designated by KEYS. No exhibitor may sponsor a hospitality suite or private party for conference participants that competes with exhibits, seminars or other official conference events.

PRE-EVENT PACKAGE DELIVERY

The Concord Hilton will accept and store your display material for up to three days prior to the conference. Please mark all cartons, on the sides, so they are identified as KEYS Conference.

For additional information, please contact: Celia Jimeneze, Vendor Chair,  (707) 280-4468 / [email protected]