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Exhibitor Terms and Conditions
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Exhibitor Terms & Conditions


Privacy Policy for Use of Attendee Information

PHCCLA shares the contact information of attendees before and after the trade show as a benefit to exhibitors.  By signing this contract, exhibitors acknowledge that the use of this contact   information unrelated to the promotion of products and services featured at the August 13-15, 2020 Trade Show, or the distribution of this information to a third party, is strictly prohibited.


Hotel Reservations

Exhibitor personnel are responsible for making hotel reservations directly with the hotel.  Reservations should be made with New Orleans Marriott Metairie at Lakeway directly. To make reservations, call 866-882-4377. Reservations must be made by July 31, 2020.


Payment & Booth Space Reservation

Full payment must accompany this application. All reservations are made on a first-come, first-served basis, without exception.  PHCCLA reserves the right to make the final determination of all space assignments in the best interest of the trade show. All exhibitor requests will be honored to the best of the association’s ability. 


Exhibit Cancellations and No-Shows

All exhibitor sales are final. Upon receipt of contract, no refund will be made for cancellations after June 30, 2020.  No refunds will be given for unused space or for space that is only used during a portion of the exhibit period.


On-Site Check-In

All exhibitor personnel must check-in at the PHCCLA registration desk during regular meeting registration hours.


Shipping of Materials

Exhibitor personnel are responsible for making their own shipping arrangements. The Pontchartrain Center does not have the ability to receive and store your exhibit freight. All shipping arrangements should be made through Clark Services, as per their guidelines included in the their services packet (available on PHCCLA’s website and distributed prior to the trade show). Note that all freight should be scheduled to arrive at Clark Services’ warehouse no later than
Tuesday, August 11, 2020.


Exhibit Hall Services

PHCCLA has contracted with Clark Services to fulfill all special booth requests. A service packet is available on PHCCLA’s website and will be distributed prior to the trade show. Fees may apply for some services.  Pontchartrain Center will be providing electricity to booths, but this request must be made at the time of contracting.  Please be sure to select this on your contract.


Use and Management of Space

No subletting or sharing of booth space is permitted.  All exhibitors’ activities must be confined to the limits of rented space and must not impede traffic or interfere with the activities of other exhibitors. Exhibitors may arrange their exhibits as desired, but the arrangement must not interfere with the light or space of other exhibitors. Should it be necessary for an exhibit to extend beyond the booth specifications of this contract, permission must be obtained in writing from the PHCCLA at least 2 weeks prior to the trade show.


Distribution of Literature/Products

Exhibitors are permitted to promote products, equipment, and/or services, as well as distribute product samples and literature. Such items may only be distributed within the booth space assigned to the exhibitor presenting such material.  Organizations not assigned a booth space will not be permitted to solicit business.


Installation and Dismantling

Exhibitors must follow PHCCLA guidelines and schedule as presented in this contract.  All exhibits must comply with IAEE Guidelines for Display Rules and Regulations.  No dismantling may take place prior to the closing of the trade show. Dismantling early may jeopardize exhibitors’ participation in future PHCCLA trade shows.


Liability and Insurance

PHCCLA does not guarantee against loss or damage of any kind.  The Exhibitor shall understand that neither PHCCLA, The Pontchartrain Center, nor New Orleans Marriott Metairie at Lakeway maintain insurance covering exhibitors’ property.  It is the sole responsibility of the exhibitor to obtain such insurance. Any claims against any party other than PHCCLA are to be submitted directly to the party involved. 


Protection of the Trade Show Facility

Exhibitors are liable for damage to the property: no material or matter of any kind shall be posted, tacked, nailed, screwed or otherwise  attached to columns, walls, floors, or other parts of the building and furnishings.  Whatever may be necessary to  protect the building, equipment, or furniture will be installed at the exhibitor's expense.  Painting in the space is prohibited. The cost of repairing any damage to the facility caused by the exhibitor, its employees, representatives, or agents will be billed to and paid by the exhibitor.


Termination of Conference and Exposition

Should the premises in which the trade show is to be held become, in the sole judgment of the Association, unfit for       occupancy, or should the convention and trade show be materially interfered with by reason of action of the elements, strike picketing, boycott, embargo, injunction, war, riot,      emergency declared by a governmental agency, or any other act beyond the control of PHCCLA, the contract for exhibit space may be terminated. PHCCLA will not incur liability for damages sustained by exhibitors as a result of such termination.  In the event of such termination, the exhibitors expressly waive such liability and release the Association of and from all claims for damages and agree that the Association shall have no obligation except to refund to exhibitors pro-rated shares of the aggregate amounts received by the Association as rental for exhibit spaces after deducting all expenses in connection with such exhibits,  including reasonable reserves for claims, such deduction being hereby specifically agreed to by the exhibitor.


Changes to These Rules

PHCCLA reserves the right to make changes to these rules.  Any matters not specifically covered herein are subject to change at the discretion of the Association.


Contact Information

Please contact Crystal Carter at or (225) 343-2776 with any questions about this contract.



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