Terms & Conditions
Full payment is due at time of signing. All space cancellations must be in writing. If notice of cancellation is received on or before December 16, 2019, GAMA International will refund monies up to 50 percent of the total booth fee. No refunds will be issued for space canceled after December 16, 2019. GAMA International reserves the right to determine a company’s eligibility to exhibit at LAMP, based on criteria established by its Board of Directors. If deemed ineligible, an application to exhibit will be denied and any fees paid will be returned in full.
GAMA International has a strict anti-proselytizing policy and firmly believes that growth through proselytizing is destructive to the industry. Any company that actively engages in recruiting, including offering products and services for recruiting, are not to be affiliated with GAMA International, which includes the participation in LAMP ’20.
Exhibitors are required to book their accommodations and stay at the LAMP exhibit hall host hotel, Gaylord Palms Resort & Convention Center.
Booth Set Up & Removal
The Association reserves the right to assign labor to set up any display that is not in the process of being erected by the time specified in pre-convention requirements. The charge for this labor will be paid by the exhibitor. The Association and/or its official general contractor shall not be responsible for any damages incurred. Exhibitors are not allowed to set up or breakdown their booth displays while the exhibit hall is open. Exhibitors who violate this rule will incur a $500 fee and will lose out on priority booth selection the following year.
Use of Space
Subletting space is not permitted. Two or more firms may not exhibit in a single space unless written approval is granted in advance from GAMA International. Any exhibitor promoting a company other than theirs without prior approval from GAMA International will be asked to leave and no refund of exhibit space will be issued. A company representative must be in attendance at each booth during the hours the exhibit hall is open. Exhibitors are required to have their exhibit space neat and orderly at all times.
Exhibitors are not able to furnish their booth space with carpet or floor covering at their expense as the entire hall will already have carpet. All exhibits must conform to the International Association of Expositions and Events display guidelines as adopted by LAMP ’20 show management and contained in the exhibitor service manual. Exhibits should not project beyond or above the space allotted, nor obstruct the view of or interfere with traffic to exhibits. Wings of an exhibit should not come more than 4’ from the back wall. Display should not be higher than 7’.
Booths may only be purchased in 10’ x 10’ linear increments. No peninsula booths are permitted. If you wish to purchase a 20’ x 20’ booth space or larger, please contact Ellen Devine (firstname.lastname@example.org) for more information. This may require the purchase of additional booths to ensure site lines, etc.
Interviews, demonstrations, distribution of literature, samples, and detailing should take place inside booths or in designated areas only so as to avoid infringement on rights and privileges of other exhibitors. Exhibit lounge areas may not be used for any such purposes. The Association may withhold or withdraw permission to distribute souvenirs, advertising, food, or other material.
Novelty gifts or souvenirs should be submitted to GAMA International headquarters for review by Feb. 3, 2020.
All exhibit materials, including decorations, exhibit display, and audiovisual equipment must conform to the fire regulations and electrical codes of the exhibit hall. Exhibitors with audible electronic devices, videos, or other exhibits or devices that might prove objectionable to other exhibitors may be asked to accept booth assignments that diminish objections.
Exhibitors are prohibited from attaching anything to any surface on exhibit hall property. Violators will be responsible for any resulting damages and monetary costs. Exhibitors or their representatives who fail to observe these conditions of contract, or who, in the opinion of GAMA International, conduct themselves unethically, may be dismissed from the exhibit hall without refund or appeal for redress.
The Association’s Board of Directors determines eligibility of any company or product for exhibit. Exhibits must be in compliance with GAMA International exhibit policy. The Board may forbid installation or request removal or discontinuance of any exhibit or promotion, wholly or in part, that in its opinion is not in keeping with GAMA International’s character or purpose.
GAMA International shall not be liable for any failure to deliver space to an exhibitor who has contracted for exhibit space under the terms of this agreement if non-delivery is due to one of the following causes: destruction of or damage to the building or exhibit area by fire of act of God; acts of a public enemy; strikes; the authority of the law; or any cause beyond its control. GAMA International will, however, in the event it is not able to hold an exhibit for any of the above-named causes, reimburse exhibitors pro-rated on any rental fee paid, less any and all legitimate expenses incurred by GAMA International for advertising, administration, and similar related costs.
The exhibitor assumes responsibility and agrees to indemnify and defend GAMA International and the Hotel and their respective employees (public or other) against any claims or expenses arising out of the use of the exhibition premises. Exhibitor understands that neither GAMA International nor the Hotel maintain insurance covering the exhibitor’s property and it is the sole responsibility of the exhibitor to obtain such insurance. The exhibitor, upon signing the contract, expressly releases GAMA International, its employees, its official contractor, and/or the convention facility from and agrees to indemnify same against any and all claims for such loss, damages, or injury.
Neither GAMA International nor the Hotel is responsible for ASCAP/BMI fees that may be due by any exhibitor. Exhibitor agrees to conform to all ASCAP/BMI licensing requirements.
The Association reserves the right to restrict exhibits that are not consistent or compatible with adopted GAMA International values and that unfairly exploit GAMA products and services or those of other exhibitors. The Association also reserves the right to restrict exhibits that become objectionable because of noise, method of operation, materials, or for any other reason deemed unacceptable, and also to prohibit or to evict any exhibit that, in the opinion of the Association, may detract from the general character of the LAMP conference.
In the event of such restriction or eviction, GAMA is not liable for any refunds or other exhibit expenses.
Exhibitors are prohibited from making any insurance or financial product sales on the exhibit floor and/or from soliciting business opportunities.
In order to protect our valued exhibitors and their investment in attending LAMP ’20, GAMA International strictly prohibits solicitation, “suitcasing” or “outboarding” by attendees.
Suitcasing is the act by attendees soliciting business in the exhibit hall aisles or other public areas of the show, in another company’s booth and/or representing their services or soliciting conference participants for conflicting social activities. It also includes distributing literature or marketing materials of any kind on the exhibit hall floor without having purchased booth space.
Outboarding is the act of conducting meetings with conference participants off the show floor (in hotels, restaurants, parking lots, and other venues) without having purchased booth space at the show.
Suitcasing and outboarding will not be tolerated. Any attendee who is observed to be soliciting business will be asked to leave immediately. Please report any violations to GAMA International staff.