Show Rules and regulations

Sponsoring and exhibiting contracts must be received by August 10, 2016 to be included in the conference program.

Terms and Conditions

Sponsors and exhibitors understand and agree to abide by all rules and regulations, including any previous issued and/or any updated or revised policies.

Booth personnel refers to those employees of an exhibitor who are assigned to work the exhibitor's booth during the conference. Trade show, exhibition, event, show, E-Scrap Conference and E-Scrap 2016 refer to the E-Scrap Conference as the context requires. Host hotel and Hyatt Regency New Orleans refers to the owner of the facility in which the E-Scrap Conference is being held. Show management and Resource Recycling, Inc. refers to the company of whom owns the conference and trade show. 

Admission to the Trade Show

No person under the age of 16 years old will be admitted in the exhibit hall during the installation and dismantling periods. All persons in the exhibit hall must have proper registration credentials.  

The conference sessions, trade show and food/beverage functions are limited to attendees who have registered to attend the conference.  Sponsor and exhibitor personnel are required to register for the conference and wear badges throughout the show.  

Conference management reserves the right to withdraw the use of a badge used to gain admission to the exhibit hall by any person other than the one for whom it was assigned.  Conference management reserves the right to refuse to admit and eject from the conference and exhibit hall any objectionable or undesirable person or persons; and on the exercise of this authority, the exhibitor, for himself, his employees and agents, hereby waives any right and claim of damages against show management, Resource Recycling, Inc. and the host hotel. 

Reserving and Contracting Exhibit Space

The application for sponsorship and/or exhibiting must be completed in its entirety and full payment received to be considered final.  The receipt and acceptance by the E-Scrap Conference of the signed application/contract accompanied, by payment for sponsorship and exhibit space, will constitute a binding agreement for the right to use the space allocated.  In the event of fire, strikes, war or other acts of nature rendering the exhibit area unfit or unavailable for use, this contract will be voided. Completion of application constitutes that the exhibiting company and its representatives agree to abide by all the terms and conditions listed in the exhibit rules and guidelines.

Assignment of Exhibit Space

Assignment of exhibit space is based on the priority point system. The priority point system is designed to recognize organizations for their past and present support of the show and to encourage new organizations to participate. Priority points are awarded for each year of participation as a sponsor and/or exhibitor and will be used to determine the order in which space selection in the exhibit hall will be assigned.

Based on the number of priority points a company has, the exhibitor will be assigned a date of which they will be able to select a booth location based on available spaces in the exhibit hall.

The week of August 10 - 12, 2016 the primary booth contact listed on the sponsor and exhibitor contract will receive an email that will include instructions for selecting booth space and the assigned date for such selection. 

Show management reserves the right to use its sole discretion to relocate or reassign exhibit space at any time for the overall benefit of the conference, such as separating competitors or to accommodate revised floor plans.  

Cancellation Policy

Notification of booth space cancellations must be in writing and received on or before August 1, 2016.  Notification can be mailed to Resource Recycling, Inc, PO Box 42270, Portland, OR 97242 or faxed to 503-233-1356.  Any cancellation of booth space for any reason is subject to a $250 processing fee.  No refunds provided after August 1, 2016. There will be no refund for exhibitors who for any reason do not exhibit at the conference and have not submitted a written cancellation request prior to the deadline outlined above.  No refunds provided for sponsorship cancellations.  

Booth Construction and Display Guidelines

All aisle space belongs to the E-Scrap Conference.  There shall be no obstruction in the aisles. No exhibitor will be allowed to extend beyond the booth space purchased and assigned.   

Sings, booth structures, apparatus, lighting fixtures and equipment should not interfere with the view of adjoining booths nor exceed 8' in height or taller.  Helium balloons are prohibited. Noise level on sound systems, recorders, speakers, live presentations, music, video, etc shall be maintained so as to not disturb other exhibitors.

All exhibitors must comply with city fire, building and electrical codes and regulations.  All electrical work must be ordered through the show contractor or facility. 

Conference management reserves the right to request, at any time before or during the conference, samples of promotional literature and/or booth display layout before the exhibitor will be eligible to participate or continue in the exhibition. E-Scrap Conference, in sole discretion, reserves the right to determine which forms, products and/or display layouts are appropriate, and to refuse, cancel or restrict any applicant or exhibit. If conference management decides that any of these do not meet its standards or are not suitable, then the exhibitor must, at once, comply with the management demands and/or withdraw. Exhibitor engaging in objectionable methods shall be subject to eviction without refund.

All print and electronic advertisements, as well as company's marketing material and booth display are subject to approval by Resource Recycling, Inc., which reserves the right to reject or cancel any ad at any time if the ad does not conform to the editorial or graphic standards of the magazine, newsletter and/or electronic newsletters as determined by the Publisher.

Representatives of non-exhibiting firms will not be permitted to demonstrate their products or distribute advertising material in the trade show or conference. Exhibitors will not be permitted to demonstrate their products or distribute advertising materials outside of their assigned booth space. Sponsors may distribute advertising materials at their assigned sponsored event (i.e., lunch, refreshment breaks, reception).

Exhibitors shall not bring upon the premises of the Hyatt Regency New Orleans any exhibit, equipment or vehicle that, in the judgement of show management and host hotel, would be or might be dangerous to persons and/or property.

Shipping and Handling

Exhibitor shall be liable for all storage and handling charges.

Subletting of Space

No exhibitor shall assign, sublet or share the whole or any part of its assigned space without the written approval by conference management.  

Unoccupied Space

Show management reserves the right to use any exhibit space unoccupied by 1:30 pm CST on Tuesday September 20, 2016. 

Liability and Security

Exhibiting company agrees to assume all responsibility for any loss or injury related to their booth, and that they shall indemnify and hold harmless the E-Scrap Conference, Resource Recycling, Inc. and company owners and employees as well as the Hyatt Regency New Orleans and the Hotel’s owners, managers, subsidiaries, affiliates, employees and agents from all liability in which may ensue, for any cause.  The exhibit hall will be secured, to the extent possible, during those hours when the exhibit hall is not open to the public and attendees.  However, the conference cannot guarantee against loss, damage or injury of any kind.  Be advised, exhibitor should not leave valuables unattended during set-up, exhibitor hours and after show hours, and/or dismantling.  Exhibitors are solely responsible for the security of their exhibit and equipment.  Exhibitors understand that Resource Recycling, Inc. nor hotel parties maintain insurance covering the exhibitor’s property and it is the sole responsibility of the exhibitor to obtain such insurance.

Insurance

Exhibitor shall, at its sole cost and expense, procure and maintain through the term of this contract comprehensive general liability insurance against claims for bodily injury or death and property damage occurring in or upon or resulting from activities conducted on the premises of the Hyatt Regency New Orleans, the facility leased for the E-Scrap Conference. Such insurance shall name Resource Recycling, Inc. and Hyatt Regency New Orleans as additional insured's. 

Indemnification

Sponsor and exhibitor agree to indemnify and hold harmless show management from and against any and all claims, losses, liabilities, actions, suits, demands, damages, costs and expenses, made by anyone including but not limited by exhibitor personnel, E-Scrap Conference conference attendees and/or other sponsors and exhibitors arising out of or relating to any alleged personal and/or economic injury while attending and/or working at the E-Scrap Conference.  

Official Contractors

Show Management / Producer
Resource Recycling, Inc.
PO Box 42270
Portland, OR 97242
503-233-1305

General Contractor
GES - Global Experience Specialists
7000 Lindell Rd.
Las Vegas, NV 89118
800-475-2098

Business Center
FedEx Office
601 Loyola Ave.
New Orleans, LA 70113
504-524-6048
usa@5008@fedex.com

Electrical Services
Freeman
1000 Elmwood Park Blvd.
New Orleans, LA 70123
504-731-6137
freemanneworleanses@freemanco.com

Audio Visual / Internet / Telecommunications
PSAV
601 Loyola Ave.
New Orleans, LA 70113
504-613-3720
3698exhibitor@psav.com

Lead Retrieval
Synergy Event Technology, LLC
4425 S Mopac Expy. Bldg III / Suite 604
Austin, TX 78735
512-732-0100
exhibitorservices@synergyet.com

Floral
Convention Plant Designs, Inc.
3100 Ridgelake Dr., Suite 107
Metairie, LA 70002
504-454-7204
cpd@cpdi.net

Social Functions and Meetings 

Any social function and/or meeting held in the public space (includes meeting rooms, ballrooms, hotel outlets, etc) of the E-Scrap 2016 host hotel(s) must be approved by conference management. Most social functions are not restricted, with the exception of the request that these functions do not take place during official scheduled conference and trade show times, including the receptions.

E-Scrap 2016 has secured a few small meeting rooms for sponsors and exhibitors to meet with clients, potential clients or colleagues in a private setting. To reserve one of these meeting rooms, speak to one of the conference representatives at the conference registration desk on-site. There is a two hour time limit on each meeting.