Exhibitor-Sponsored Education 

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Meeting Deadlines

 

Liability Exclusion: DEMA and Show Management are not liable to the exhibitor, its representatives or employees for any loss or damage to property due to theft, fire, accident or any other cause.

Fees for Meetings: Show Management encourages free offerings. If you are charging a fee, the pricing information MUST be included in description provided with this application.

If you have additional requirements or need more information, please contact Gretchen Wendorf at gwendorf@ntpevents.com

MEETING ROOM SET-UP

Combination of classroom & theater-style seating. Number of allowed participants will be maximized based on current safe health protocols.

• Head table, wireless microphone, 8’ screen, LCD projector and projector cart included.

• Exhibitors may order and pay for additional audio/visual equipment through the official contractor, AVmedia Inc. at icw@avmediainc.com or 1-407-545-7499.

• Catering service is available for order through the official contractor, Centerplate. Chadrick Gabriel at chadrick.gabriel@centerplate.com.

POLICIES / MEETING SPACE ASSIGNMENT

• Exhibitor-Sponsored Education meeting space is available to DEMA Show Exhibitors

• Exhibitors MAY NOT sublet rooms to other companies.

• Meeting space is assigned on a first-come, first-served basis in order by date and time of receipt of application.

• If first preference is unavailable, show management will notify you and assign a time based on availability.

• Payment MUST accompany meeting space request.  Applications will not be processed, and meeting space will not be held, without payment.

• No refunds for cancellations received after August 15, 2022

• Meeting rooms are reserved in 60 minute increments with 45 minutes allotted for presentation and 15 minutes allotted for both set-up and tear-down

• Application information will be listed EXACTLY as entered.

• Audio recording, video recording and photography of meetings is NOT allowed without expressed permission of presenter.

• Exhibitors using music in their meeting room, either live or mechanical, must provide NTP with a copy of Exhibitor’s licensing agreement with ASCAP, BMI, SESAC or other such licensing organization or must expressly warrant in writing to NTP that no such license is required due to exemption under 17 U.S.C. § 110 (5) or other specified exemption.  Further, should Exhibitor play music, Exhibitor agrees to indemnify and hold NTP and/or DEMA harmless from any action brought against NTP and/or DEMA by ASCAP, BMI, SESAC or other licensing organization for the playing of such music.

• Per DEMA’s Conflict Avoidance Policy the service of legal documents is restricted. Attendees and Exhibitors who initiate legal proceedings at DEMA Show will be responsible for all legal fees incurred by DEMA in response to such proceedings.

• Confirmation email will be sent once your application has been approved. Confirmation will include the meeting date, meeting time, and room number. 

MEETING SPACE ALLOTMENT

Exhibitors are allowed to purchase time according to an allotment program corresponding to the amount of exhibit space the exhibitor has contracted for DEMA Show. Additional time may be purchased in excess of an exhibitor's allotment according to the following:

• Exhibitors may reserve up to one hour of time for each 100 square feet of contracted exhibit space at DEMA Show.
• Exhibitors may request up to five additional hours, exceeding their allotment, at the current rate at time of request.

SET-UP AND TEAR-DOWN

It is the responsibility of each exhibitor to incorporate the time needed to properly set up and tear down equipment and displays within the time allotted, without interruption to the next session, to avoid the additional delay charge of $500. Meeting rooms are reserved in 60 minute increments with 45 minutes allotted for presentation and 15 minutes, allotted for both set-up and tear-down. Exhibitors must remove all equipment, merchandise, displays and other related material from the meeting rooms immediately following their session. DEMA and Show Management are not responsible for securing items in the meeting rooms.