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Exhibitor Information

Exhibit Information
The Oklahoma Highway Safety Office (OHSO) would like to invite your company to join us for the 2019 Traffic Safety Forum, April 24-25, 2019, at the Sheraton Oklahoma City Downtown Hotel. The Traffic Safety Forum is the state’s conference for education and updates in traffic safety, crash prevention, and other topics. The exhibit space will be a place of activity and enthusiasm and it is a marketing opportunity your company does not want to miss!

The exhibit space will be in the Century Foyer of the Sheraton in beautiful downtown Oklahoma City. Morning and afternoon breaks will take place in the lobby area to ensure maximum exposure for your company. We are extremely excited about this event and hope to see you there!

Exhibit Dates and Hours*

Wednesday, April 24, 2019
6:30 a.m. – 7:30 a.m. Exhibit Installation
7:30 a.m. – 5:00 p.m. Exhibit Hall Open

Thursday, April 25, 2019
7:30 a.m. – 4:00 p.m. Exhibit Hall Open
4:00 p.m. – 5:00 p.m. Exhibit Teardown
*schedule subject to change

Assignment of Space Exhibit space is anticipated to sellout quickly. Booths will be assigned on a first-come, first-assigned basis upon the receipt of a completed application and payment of the booth space. Every effort will be made to assign booth location in accordance with exhibitor’s preference, but no guarantee can be made. Exhibit management reserves the right to make adjustments to the floor plan and/or reassign an exhibitor’s location as deemed advisable and for the overall good of the exhibition or for safety issues. Affected exhibitors will be notified in such situations.

Sponsorship Levels and Fees

Gold Sponsorship ($500) 

  • Logo placement on forum website (for 12 months)
  • Logo placement on forum agenda signage, and main presentation
  • Multiple social media posts recognizing sponsorship
  • Verbal recognition of sponsorship during forum sessions
  • Prime location booth space at event

Session Sponsorship ($250)

  • Company name on session signage
  • Named on forum agenda
  • Opportunity to make personal remarks during session

Silver Sponsorship ($300)

  • Logo placement on forum agenda
  • Logo placement on forum signage
  • Social media post (1) recognizing sponsorship
  • Booth space at event

Food/Beverage Sponsorship ($250)

  • Logo placement on food and beverage tables
  • Company named on forum agenda

Agencies and Partners State agencies and current OHSO partners that would like to attend may request a free booth space. This will include a table and drape, and their name mentioned on the forum agenda.

Rules and Regulations

CANCELLATION/REDUCTION OF SPACE Cancellations and requests for reduction of space must be made in writing to the Oklahoma Highway Safety Office (OHSO). Written cancellations and reductions received by April 1, 2019, will be subject to a 50% cancellation fee. No refunds will be given for space cancelled after this date.

EXHIBITOR REGISTRATION Each exhibitor is entitled to two vendor badges, allowing access to food and beverage services for the entire conference, per booth purchased. Additional company personnel wishing to attend sessions and events must register by emailing Kelli.Bruemmer@dps.ok.gov. Unless special arrangements have been made with OHSO staff, any exhibit space not claimed and/or occupied by close of move-in may be reassigned or resold without obligation to provide any refund whatsoever.

OFFICIAL DECORATOR & EXHIBIT SERVICES The official general services contractor is the Sheraton Oklahoma City Downtown Hotel. For ordering services such as labor, shipping and material handling, furnishings, utilities and other services exhibitors may require, please email Kelli.Bruemmer@dps.ok.gov for hotel contact information to request these services and prices.

EXHIBIT SHOW COLORS Drape color will be black.

ELECTRICAL SERVICE Not all booths include electrical outlets. For electrical requirements, please send an email to Kelli.Bruemmer@dps.ok.gov

HOTEL ACCOMMODATIONS The conference will be April 24-25 at the Sheraton Oklahoma City Downtown Hotel located at 1 North Broadway Avenue, Oklahoma City, Ok 73102. Participants are responsible for making their own reservations. You can either call the hotel at (405) 235-2780, or book online through the website, http://bit.ly/2Qy1mk0. Rooms are at the standard hotel rate and are subject to all hotel requirements and availabilities.

EXHIBITOR MOVE-IN
 Exhibitor move-in will be on Wednesday, April 24, 2019, from 6:30 a.m. until 7:30 a.m. All exhibitors’ booths must be set up and all exhibit personnel registered by 7:30 a.m. on Wednesday, April 24, 2019. If other arrangements need to be made (i.e. moving in early or late) please contact Kelli.Bruemmer@dps.ok.gov.

EXHIBITOR MOVE-OUT Any dismantling of booths or removal of booth materials is expressly prohibited before the official end of the exposition at 4:00 p.m. on Thursday, April 25, 2019.

TO RESERVE EXHIBIT SPACE Please visit the forum website at ohso.ok.gov/forum-vendor for more information and the vendor registration form.

Exhibitor Terms and Conditions

ADHERENCE TO TERMS/CONTRACTUAL AGREEMENT 
As a condition of exhibiting and when applying for space, the exhibitor agrees to adhere to all conditions and regulations outlined. Exhibitors or their representatives who conduct themselves in an unprofessional manner may be dismissed from the exhibition without refund or appeal. The organizers of The Oklahoma Highway Safety Office reserves the right to amend any and all rules and regulations at any time.

ELIGIBILITY TO EXHIBIT 
The Oklahoma Highway Safety Office reserves the right to determine the acceptability of applications for exhibit space. Applications and proposed exhibits will be accepted or rejected based on criteria including but not limited to the products’ or services’ professional or educational benefit to the attendees; products or services consistent with the mission, purpose and goals of The Oklahoma Highway Safety Office; and spatial constraints in the exhibit space.

EXHIBIT DISPLAY AREA 
Exhibit display areas should be arranged in such a manner as not to obstruct sight lines of neighboring exhibitors, meaning displays or their contents may not exceed a height of 8’ nor may the side walls be higher than 8’ within a distance halfway between the back wall and aisle. Maximum height of the displays in the balance of the area is 4’. Any exhibit structure over 8’ in height can be placed in a 20 by 20 feet or greater space only on approval the Oklahoma Highway Safety Office.

BADGES AND ADMISSION TO EXHIBIT SPACE 
Badged exhibitors may enter the exhibit space one hour before Conference opening and remain in the hall one hour after closing each day. If further access is required, special permission must be secured from the Conference organizers. Trading of badges with other exhibitors or attendees is strictly prohibited. Each exhibitor must wear the official the exhibitor badge at all times while at the Conference site.

EXHIBIT CONDUCT 

  1. Distribution of promotional or educational materials may be conducted and circulated only within the booth assigned to the exhibitor.
  2. Exhibiting companies must open their exhibit on time and staff the booth at all times during the exhibit hours.
  3. No packing of equipment or literature or dismantling of exhibits is permitted until exhibit closing time. Exhibitors must conduct exhibits in a dignified and professional manner.
  4. Aisle may not be obstructed at any time because of excessive crowding in the exhibit booth.
  5. No exhibitor may sublet, assign or share exhibit space.
  6. Noise from electrical or mechanical apparatus or presentations within the booth must not interfere with other exhibitors.
  7. Exhibit Management reserves the right to determine at what point sound constitutes interference with others.
  8. Order taking is permitted when conducted in a professional manner. 

PAYMENT TERMS
Full payment of the total contracted amount is required with submission of the Exhibit Space Application and Contract, or space is not guaranteed. Applications submitted without payment will not be assigned space until the appropriate payment is received.

FAILURE TO OCCUPY SPACE 
In the event an exhibiting company has not arrived thirty minutes prior to the hall opening, the Conference organizers reserve the right to re-assign that space as they see fit with no obligation of a refund. If exhibit material has been delivered to the booth but has not been assembled, the Conference organizers reserve the right to remove the material and place it in storage. If the exhibitor arrives after the material has been stored and would like the material brought back to the show floor, a drayage fee will be charged. Failure to occupy exhibit space does not relieve the Exhibitor from the obligation to pay the full booth rental fees.

INSTALLATION AND DISMANTLE 
Installation and Dismantle dates and hours are outlined in the Exhibit Prospectus. All exhibits must be fully operational 30 minutes prior to opening. Exhibitors are prohibited from dismantling booths prior to official close of exhibit hours. Any exhibitor breaking down early without permission from the Conference organizers will not be allowed to exhibit at future Conferences. Tear down and removal of exhibits shall begin promptly after the close of exhibits.

SECURITY 
The Sheraton Oklahoma City Downtown Hotel provides security of the periphery of the exhibition hall on a twenty-four hour basis beginning at the start of move-in and continuing through the exhibition closing. Security service is not provided to individual booth spaces.

CANCELLATION OF THE CONFERENCE 
It is mutually agreed that in the event the 2019 Traffic Safety Forum is cancelled due to disaster, strike, labor dispute, governmental intervention, malicious damage, acts of war, or other causes which would prevent its scheduled opening or continuance, then and thereupon the agreement will be terminated and the conference organizers shall determine an equitable basis for the refund of such portion of the exhibit fee as is possible, after due consideration for expenditures and commitments already made.

LIABILITY AND INDEMNIFICATION
Exhibitors must surrender the space occupied in the same condition as received. Exhibitors are required to strictly comply with all terms of their agreement as contained in the Exhibit Prospectus, the Exhibitor Service Kit, the Exhibit Space Application/ Contract, and exhibitor correspondence as well as all applicable terms and conditions contained in the agreement between the Oklahoma Highway Safety Office and the Hotel/Business Center. Exhibitor shall indemnify and hold harmless the Oklahoma Highway Safety Office and the Sheraton Oklahoma City Downtown Hotel and its servicing agents from all liability (damage, accident, or loss) which might ensue from any cause resulting or connected with the transport, placement, removal or display of any materials or equipment. Further, the exhibitor shall assume responsibility for all equipment; the exhibitor shall assume responsibility for any claims arising out of the use of meeting space of the Sheraton Oklahoma City Downtown Hotel for exhibits/table top display purposes. The Exhibitor agrees to indemnify and defend the 2019 Traffic Safety Forum, the Sheraton Oklahoma City Downtown Hotel and its owners, agents and employees against any claims or expenses arising out of the use of the premises for EXHIBITS/DISPLAYS purposes.