The OML Exposition Rules and Regulations, Exhibit Space Contract and Exhibit Space Application together constitute your firm’s agreement to exhibit at the OML Annual Conference & Exposition. The Contract and Application must be completed by your company’s authorized representative and submitted with full payment of the exhibit booth fee. It is the responsibility of your company to assign a Booth Manager who will be responsible for knowing and abiding by the rules, regulations and policies of the OML Exposition.
CONDUCT OF EXHIBITORS
Exhibitors shall conduct themselves in an ethical and professional manner and at all times conform to the policies of OML. It is the responsibility of the Exhibitor to see that the booth is staffed at all times during exhibit hours and that all business activities are conducted within the Exhibitor’s allotted space. The primary purpose of the exposition is to further the education of municipal officials and to make contacts for future sales.
Exhibit space is sold in 10' x 10' blocks. The standard booth space is one 10' x 10' block (100 square feet). End-cap booths and island booths are created by combinations of 10' x 10' blocks. The actual dimensions of the exhibit space will vary according to the location of space. Exhibitors should take into consideration that even though a booth is sold as 10' x 10', the more accurate measurement for the interior space is 9’6" x 9’6" to allow for drape and vertical supports. No exhibit material may extend beyond the boundaries of the exhibit space.
EQUIPMENT AND FURNISHINGS
Each standard space will have an 8' high back drape and 36" high side dividers. If an Exhibitor is assigned a standard corner booth space, the divider at the end of the exhibit row may be removed. If an Exhibitor selects two standard adjacent booth spaces, the divider between the booth spaces will be removed. No back drape or side dividers will be furnished for island booth spaces. End-cap booth spaces will have a 20' back wall. The center 10' of the back wall will have 8' high back drape. The 5' on either side of the 8' high back drape will have 36" high drape.
All product demonstrations must be within the confines of the exhibit space. Aisles must not be obstructed at any time. Show Management reserves the right to determine if a demonstration interferes with adjacent exhibit spaces and when, if necessary, it must be discontinued.
VISUAL AND SOUND EFFECTS
The use of sound systems or equipment producing sound is a privilege and not a right. Show Management reserves the right to determine at what point sound constitutes interference with others and must be discontinued.
SUBLETTING OF SPACE
Exhibitors may not assign, sublet, or apportion the whole or any part of the space allotted to them, and may not advertise or display goods or services other than those manufactured or sold by them in the regular course of their business.
DISPENSING OF FOOD & BEVERAGES
SMG is the licensed contractor to provide food and beverage service in the exhibit hall. Each Exhibitor is subject to the exhibit hall concessionaire’s rules and regulations regarding the dispensing of food and beverages. OML employees have no responsibility or authority to intercede between Exhibitor and concessionaire.
SOCIAL FUNCTIONS & HOSPITALITIES
Social functions sponsored by Exhibitors, OML affiliate members or corporate sponsors, must not be scheduled during exhibit hours, and must not conflict with any OML-sponsored conference activities. Hospitality activities must end by midnight.
OML, OML employees, the Exhibit Facility and Exhibit Facility Management will not be responsible for damage to the property of Exhibitors due to theft, damage by water, fire, accident or other causes. Insurance, if desired, must be purchased by the Exhibitor.
Security will be provided from 5:00 p.m. on Tuesday, September 12, until 8:00 a.m. on Wednesday, September 13, from 6:00 p.m. Wednesday, September 13 until 9:00 a.m. on Thursday, September 14 and from 1:30 p.m. until 5:00 p.m. on Thursday, September 14. The property of each Exhibitor shall be at all times the responsibility of the Exhibitor. Neither the Oklahoma Municipal League, Cox Business Center or Doubletree Hotel is responsible for any material, articles, or equipment in the exhibits. Small or easily portable articles of value should be properly secured or removed for safekeeping after exhibit hours.
Early breakdown on Thursday is prohibited and goes against the exposition rules and regulations. Exhibitors should plan on keeping their booth set up until the breakdown time of 1:30 p.m. For the safety of exhibitors and delegates, there will be absolutely no breakdown allowed while the exhibit hall is open to delegates. Exhibitors that have remained set up and staffed until 1:30 p.m. will be entered into a drawing for the first 3 booth selections for 2018.
FAILURE TO OBSERVE RULES
Violations of any of these regulations may lead to forfeiture of the right to occupy space in the Exposition and forfeiture of all monies paid by the Exhibitor. Show Management may enter and take possession of the space occupied and remove all persons and goods at Exhibitor’s risk and the Exhibitor shall pay all expenses and damages which OML may incur thereof.
AUTHORITY OF OML
All points not covered in these Exposition Rules and Regulations are subject to the decision of Show Management and the Oklahoma Municipal League, Inc.