​Exhibitor Feedback
​Meeting:                                  Saturday, June 1            2:30 PM​

• Company logo on t-shirts given to Community Outreach attendees.
  
  
• Recognition of sponsorship on Community Outreach transportation.
  
  
• Enhanced recognition of sponsorship in meeting collateral.
  
  
• 4 additional booth personnel registrations.      

• Attendees will receive custom drink tickets with your logo! ​
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• Recognition of sponsorship on mobile app and meeting collateral.

• Your company logo featured on water bottles given to attendees.
  
  
• Logo on water stations throughout the conference areas.
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• Recognition of sponsorship on mobile app and meeting collateral.

   

• Company logo on attendee bags.
  ​
  
• Recognition of sponsorship on the mobile app and meeting collateral.

  

There’s no pretty way to put this - the fine print is a snooze fest!  But it does include important details you’ll need in order to have a smooth and profitable exhibit show.

Booth Assignments - A copy of the floor plan will be available December of 2018. Exhibit space will be assigned in the order in which paid agreement forms are submitted. If there is a conflict, the vendor partner with the longest his­tory of continuous support of the Association will be given priority if the request is received by the deadline for con­tracts which is December 14, 2018. 

SCABB will include a brief description of services offered by exhibitors on the Annual Meeting mobile app. To guarantee inclusion in the mobile app, the 35-word description must accompany the contract and arrive by the contract deadline. 

Booth Occupancy Policy - If two or more divisions of the same company wish to exhibit together, they many exhibit under one company name. All Exhibitor personnel badges and Exhibitor Directory listings will be conducted in one name only. The contact person completing the Exhibitor Prospectus Agreement is deemed the official booth representative and must coordinate all booth activities. The parent company must notify SCABB Show Management of all Exhibitors who fall under the same parent company in writing by March 1 prior to the opening of the current year’s show. The company is limited to a maximum of one sharing company for a 10’x10’ booth and a maximum of three sharing companies for island booths 10’ x 20’. At the time of booth reservation, the Exhibiting company will assign a primary booth contact that will receive communications of important deadlines and one primary booth contact that will be able to submit ordering forms. The total booth fee will be split equally per company, unless otherwise requested during the booth reservation process.

 

 Booth Specifications - Booth spaces are 10’ x 10’, and furnished with a 7” x 44” identifica­tion sign, a wastebasket, one draped/skirted table and two chairs. Exhibitors may order, at their own expense, furnishings, utility con­nections and other services using order forms that the decorator will provide in the Exhibitor’s Service Kit. If selecting multiple booths, booth numbers MUST BE in consecutive orders (e.g. 203 & 204, or 304 & 305, etc.) There will be no end caps, walls, partitions, decora­tions, or other obstructions that may be erected which in any way interfere with the view of any other exhibitor. No Exhibit will be per­mitted to span any aisle with ceiling or floor covering. Please note: The Exhibit Hall is fully carpeted.

Exhibitor Services - The official show decorator will provide Exhibitor Services Kit for this show by March of 2019. Show Management will distribute this kit to all contracted exhibi­tors via their primary contact’s email ad­dress. The kit will contain complete infor­mation on show rules and regulations, installation and dismantling of Exhibits and services such as carpentry, dray­age, signs, carpet, furniture rental, util­ity services and cleaning. The kit will also include other valuable information to assist you in preparing for the show. A decorator service area in the Exhibit Hall will be available to process on-site orders for services.

Freight - Freight is handled through the decorator. Complete shipping instructions will be included in the Exhibitor Services Kit.

Installation and Removal - Exhibit installation must be complete no later than 3:00 pm on Friday, May 31 and remain open during the show hours. Tear down of Exhibits prior to 2:30 pm on Saturday June 1st is prohibited. The Exhibit Hall will be available for Exhibitor setup as outlined. SCABB meeting management will assign labor to any Exhibitor that is not in the process of being installed by 2:00 pm  Friday, May 31st. Labor charges will apply and will be paid by the Ex­hibitor. The official decorator will be available to install and remove Exhibits. There are certain exclusive contrac­tors with specific responsibilities for services such as electrical, drayage, plumbing and cleaning with which Exhibitors must contract. SCABB reserves the right to deny space to any com­pany whose representation is objectionable to the As­sociation. 

Copyright Laws - Copyright laws forbid the playing of music in any form at the Annual Meeting without paying a fee to, or obtaining the permission of, the composer. Any Exhibitor providing music in an Exhibit booth or hospitality/social event is responsible for obtaining the appropri­ate music licensing for such activities. 

Insurance Liability - If the Exhibitor wishes to insure its property, it must be done so at their own expense. Exhibitors are advised to have a rep­resentative in their booth at all times. The South Cen­tral Association of Blood Banks will provide a secure Exhibit hall during off hours. SCABB will not be responsible for any dam­age or loss of Exhibitors’ property from fire, theft, water or any other cause. SCABB will take rea­sonable measures to protect the property against such loss. It is expressly understood that by signing the Exhibitor/Advertising Agreement the Exhibitor agrees to accept the rules stated herein and will make no claim of any kind against SCABB or any of its officers, agents, servants or employees.  Exhibitors will be fully responsible to pay for any and all damages to property owned by the Grand Hyatt San Antonio, its owners or managers, which results from any act or omission of Exhibitor. Exhibitor agrees to defend, indemnify and hold harmless the Grand Hyatt San Antonio, its owners, managers, officers or directors, agents, employees, subsidiaries and affiliates from any damages or charges resulting from exhibitor’s use of property. Exhibitor’s liability includes all losses, costs, damages or expenses arising from or out of or by reason of any accident or bodily injury or other occurrences to any person or person, including the Exhibitor, its agents, employees and business invitees which arise from or out of the Exhibitor’s occupancy and use of the exhibition premises, the Grand Hyatt San Antonio or any part thereof.

Infectious or Dangerous Materials - No Exhibitor shall display or bring onto the premises any substance or material which is bio-hazardous, infec­tious or dangerous to the health, safety or well-being of attendees.

Telephone and Internet Service - Wireless Internet Service will be available in the Exhibit Hall. However, Exhibitors must use their own providers to connect at their own cost. 

Fire Regulations - All materials used in the Exhibit Hall must be non-flammable to conform to the fire regulations of the city. Electrical wiring and equipment installation must conform to appropriate city codes. Material not conforming to such regulations will be removed immediately at the Exhibitor’s expense.

Demonstrations - Adequate space should be available within the confines of the individual Exhibitor’s booth for demonstrations. Infringement on other booths or interference with normal traffic flow is not permitted. 

Non-Contracted Exhibit Space - No person, firm or organization not having contracted with the SCABB Meeting Management for the occupancy of space in the Exhibit Hall will be permitted to display or demonstrate any products, processes or services, solicit orders or distribute advertising materials in the Grand Hyatt San Antonio or Annual Meeting contracted hotels. Any non-compliance with this regu­lation will result in the prompt removal of the offending person and property from the area. 

General Conduct - The Exhibitor is permitted to demonstrate the firm’s equipment and to make formal presentations regarding the product line or service in the booth. “Hard sell” sales tactics are considered inappropriate. Attention getting devices in the form of entertainment or amusement are strictly prohibited. The exhibit hall must be staffed during all open hours. Packing of equipment materials or the Exhibit cannot begin until after 5:00 pm, on Saturday, June 4th. The strike schedule is strictly enforced.

Cancellation & Refund Policy - All cancellations must be made in writing to SCABB Meeting Management. A cancellation fee of 50% of the Exhibitor fee will be assessed for all cancellations received prior to Friday, March 29, 2019. Cancellations after March 29, 2019 will receive no refund. Any refunds due to an exhibitor as a result of cancellation will be made within 30 days post show. 

Meeting Cancellation - It is mutually agreed that, in the event of cancellation of the Annual Meeting due to fire, strikes, government regulations or causes that would prevent its scheduled opening or continuance, then and thereupon this agreement shall be terminated. The South Central Association of Blood Banks’ Planning Committee shall determine an equitable basis for the refund of such portion of the exhibitor fees as is possible after consideration of expenditures and commitments already made.

Hospitality Suites/Vendor Demonstrations/Classes - Hospitality suites must be approved by the South Central Association of Blood Banks. Vendor

dem­onstrations and/or classes must be presented in the forum of Industry Workshops. See the Industry Workshop details in this guide for specifics on hosting an Industry Workshop. All other demonstrations and/or classes are prohibited. 

Exhibitor’s Participation - Exhibitors are encouraged to attend the educational programs offered at the Annual Meeting. Reg­istration, for a maximum of 2 Exhibit personnel is complimentary and includes educational sessions and social functions of the meeting.

In-Booth Drawings - The Annual Meeting Exhibits Committee will facilitate an "Exhibit Traffic Plan" activity that will include drawings/ give-away at each Exhibitor’s booth. De­tails will be included in your Exhibitor Services Kit.

Hotel Accommodations - The Grand Hyatt San Antonio, is the headquarter hotel for the 2019 Annual Meeting for the South Central Association of Blood Banks. Confer­ence rates are available to meeting attendees and Exhibitor personnel based on availability. The education sessions and exhibit area are all located at the Grand Hyatt San Antonio. 

Booth Personnel Registration - Due to the limited time and ability to produce badges the week of the event and on-site, South Central has instituted a $50 badge fee. Any booth personnel, even personnel included in your complimentary allotment, registered after the cut-off date will be charged this fee. Please be sure to register your personnel by April 15, 2019.

Name Change & On-Site Booth Personnel Registration - There will be a $50.00 charge for each booth personnel name badge changed onsite.  Each Exhibiting company receives (2) complimentary booth personnel but they MUST BE REGISTERED IN ADVANCE to avoid the on-site registration fee.