Booth Requirements

• Download Exibitor/Sponsor Packet, which includes additional details and booth registration form

The 2008 National Biodiesel Conference & Expo was a smashing success. To meet the demands of the conference, more booths are being added to the 2009 Expo, and exhibit hall hours have been expanded. Don’t miss out on the opportunity to display your company’s products and services to biodiesel producers and marketers, fuel distributors, biodiesel consumers, feedstock growers and processors, farmers, local, state and federal government employees, fleet managers, and other industry stakeholders!

All exhibitors receive the following:

• 10' x 10' booth with pipe and drapes
• One (1) company ID sign
• Company listing in the conference program guide
• Two (2) complimentary expo passes

EXHIBITOR/SPONSOR TERMS, CONDITIONS AND RULES

1. AGREEMENT TO TERMS, CONDITIONS AND RULES: Exhibitor agrees to observe and abide by the Terms, Conditions and Rules set forth hereinafter and by such additional Terms, Conditions and Rules made by the National Biodiesel Board (NBB) from time to time for the efficient or safe operation of the Exposition, including, but not limited to, those contained in the Exhibitor Manual.

2. LIMITATION OF LIABILITY AND INDEMNITY: (a) Neither NBB, BBI nor the Facility nor any of its officers, agents, employees or other representatives, shall be held liable for, and they are hereby released from liability for, any damage, loss, harm or injury to the person or property of the Exhibitor or any of its officers, agents, employees or other representatives, resulting from theft, fire, water, accident or any other cause. (b) The Exhibitor shall indemnify, defend and protect NBB, BBI and the Facility against, and hold and save NBB and the Facility harmless from, any and all claims, demands, suits, liability, damages, loss, costs, attorneys’ fees and expenses of whatever kind or nature, which result from, arise out of, or are connected with any acts, or failure to act, or negligence of, Exhibitor, or any of its officers, agents, employees or other representatives, including, but not limited to, claims of damage or loss resulting from the breach of these Terms, Conditions and Rules, and claims of damage or loss to any third party resulting from any infringement of a copyright or patent or the unauthorized use or a trademark.

3. SHOW HOURS AND DATES: Hours and dates for installing, showing and dismantling exhibits shall be those specified by NBB in the Exhibitor Manual. All exhibits must be open for business during exhibit hours, and no dismantling or packing may be started before the official close of the Exposition.

4. ASSIGNMENT OF EXHIBIT SPACE: Exhibitors are responsible for selection of their exhibit space utilizing the real-time online exhibit sales application provided on the National Biodiesel Conference and Expo Web site. No guarantee is made or implied by either NBB or BBI International as to the proximity of any competitor’s exhibit location. Space shall be assigned to Exhibitor for the period of the Exposition, provided the Facility is made available to NBB. Such assignment is made for the period of this Exposition only and does not imply that the same or similar space will be held or offered for future shows. The NBB reserves the right to terminate the Agreement, close the exhibit and remove the Exhibitor’s property if NBB determines in its sole discretion that the Exhibitor is not eligible to participate or Exhibitor’s product is not eligible to be displayed in the Exposition.

5. EXHIBITOR AND NBB RESPONSIBILITIES:
Principal(s) and/or employee(s) of the Exhibitor must be present in the Exhibit Space at all times during the open hours of the Exposition. NBB shall (a) supply Exhibitor with the Exhibitor Manual, which is hereby made an integral part of this Agreement; (b) supply Exhibitor with a uniform name sign; (c) provide information to attendees regarding the exposition and sponsorship.

6. DISPLAYS AND DECORATIONS: Merchandise, signs, decorations or display fixtures shall not be pasted, taped, nailed or tacked to walls. No exhibit, merchandise, equipment, trunks, cases or packing materials shall be left in any aisle, but shall be confined to the Exhibit Space. No trunks, cases or packing materials shall be brought into or out of the Exhibit Space during exhibit hours. No signs, advertising devices or merchandise shall be displayed outside the Exhibit Space or project above or beyond limits of Exhibit Space.

7. UNION LABOR: Exhibitor must comply with all union regulations applicable to set-up, display and dismantling of its exhibit.

8. FIRE RULES: Exhibitor shall not pack merchandise in readily flammable material. All cartons stored in the Facility shall be emptied of contents. Exhibitor shall use no flammable decorations or covering for display fixtures, and all fabrics or other material used for decoration or covering shall be flameproof. All wiring devices and sockets shall be in good condition and meet the requirements of local law.

9. OBSERVANCE OF LAWS: Exhibitor shall abide by and observe all laws, rules, regulations and ordinances of any applicable governmental authority and all rules of the Facility.

10. EXHIBITOR CONDUCT: Exhibitor and its representatives shall not congregate or solicit trade in the aisles or in the hotel or center lobbies or other common areas of the facilities. The prior written consent of NBB is required for the employment or use of any live model, demonstrator, solicitor or device for the mechanical reproduction of sound. Such employment or use shall be confined to the Exhibit Space. NBB, in its sole and absolute discretion, may withdraw its consent at any time, in which Exhibitor shall terminate such activity forthwith. All promotional plans must be submitted to NBB for approval in advance of the Exposition. Distribution of pamphlets, brochures or any advertising matter must be confined to the Exhibit Space. Exhibitor shall refrain from any action that will distract buyers from attendance at any official meeting or function at the National Biodiesel Conference & Expo. Exhibitor shall not enter into another exhibitor’s space without invitation or when unattended. Neither Exhibitor nor any of its representatives shall conduct themselves in a manner offensive to standards of decency or good taste.

11. PHOTOGRAPHS: No photographs of exhibit spaces or merchandise shall be taken without the prior consent of NBB or the exhibitor involved.

12. PLAYING OR REPRODUCTION OF MUSIC: Exhibitor shall not provide or permit the playing or reproduction of music in any form or at any time unless (a) if the music is copyrighted, Exhibit shall in advance obtain, and provide a copy to NBB of, a written license to perform said music at the Exposition from the owner of the copyright of said music, and (b) whether the music is believed to be copyrighted or not, Exhibitor shall obtain in advance from NBB a written consent to the providing of such music by Exhibitor. Exhibitor specifically agrees that in the absence of full compliance with (a) and (b) above, no music whatsoever, in any form, will be provided or permitted by it, and in the even of any copyright infringement arising with respect to the use by Exhibitor of music, all of the provisions of Paragraph 2(b) hereof will be applicable. The NBB shall have the power to make any reasonable settlement without approval of Exhibitor, to resolve any dispute which may arise between NBB and anyone claiming to enforce a copyright, which settlement shall nevertheless be binding on Exhibitor insofar as holding NBB harmless and indemnifying NBB are concerned. Exhibitor expressly agrees that NBB may, at Exhibitor’s expense, take any legal action, including summary action, appropriate to ensure compliance by Exhibitor with these provisions, including the obtaining of an injunction against Exhibitor.

13. CLOSING OF EXHIBIT: The NBB shall be entitled to terminate this Agreement forthwith, close the exhibit and remove the Exhibitor’s property from the Exhibit Space at any time for failure by Exhibitor or its duly authorized assignee or any of its officers, agents, employees or other representatives to perform, meet or observe any Term, Condition, or Rule set forth herein, and such Exhibitor shall not be entitled to a refund of any payment.

14. RESPONSIBILITY CLAUSE: Exhibitor assumes responsibility and agrees to indemnify and defend the National Biodiesel Board, BBI, the Mascone Convention Center and its respective employees and agents against any claim or expenses arising out of the use of the exhibition premises. The exhibitor understands that neither NBB nor the facility maintains insurance covering the exhibitor’s property and it is the sole responsibility of the exhibitor to obtain such insurance.

15. BOOTH CONSTRUCTION: A standard 10’x10’ draped booth (8 feet high backdrop and 36 inches high side dividers) will be provided. The exhibit hall is not carpeted. Exhibitors will be responsible for carpeting their own space. NBB will provide carpet for the aisles. No side rails or counters may exceed 36 inches in height; backgrounds are limited to 8 feet in height and must not protrude from the back wall more than 36 inches; no exhibit construction will be permitted to exceed the height of the side rail except in the back one-third of the booth as noted above. The reverse side of any wing panel extending from the back wall of the display must be draped in order to avoid a raw exposure to a neighboring booth. If the exhibitor does not comply with the above standards, NBB will have the decorator drape the area and bill the exhibitor. Island displays must allow 40 percent visibility on each side. The 8foot height restriction is waived for island displays.

16. EXHIBIT PERSONNEL: All participants affiliated with exhibits must be registered. Each person will be issued an exhibitor’s badge and must be employed by the exhibitor or have a direct business affiliation. Additional badges allowing access to exhibit hall are available for $250 each. A separate form will be sent to con- firmed exhibitors with their booth confirmation.

17. ACCESSIBILITY FOR PERSONS
WITH DISABILITIES: The representatives of each exhibiting company will be responsible for making their exhibit accessible to persons with disabilities as required by the Americans with Disabilities Act. It is understood that NBB will be held harmless by the exhibiting company for the failure of its representatives to comply with the requirement as stated in the Americans with Disabilities Act.

18. SUBLETTING OF EXHIBIT SPACE: Exhibitors are prohibited from assigning or subletting a booth or any part of the space allotted to them. Exhibitors cannot exhibit or permit any merchandise or advertising materials to be exhibited in their space that are not part of their own regular products. It is not permitted for money to change hands (including credit card payments) for products, merchandise, membership, or services of any kind in the exhibit hall. Orders may be taken for payment at a later date.

19. VIOLATIONS: Each exhibitor, his/her agent, and employees agree to abide by the contract conditions/rules and regulations set forth herein, or any subsequent amendments or interpretations. Violation of any of these regulations on the part of the exhibitor, his/her employees or agents shall annul the right to occupy space and such exhibit will forfeit to NBB all monies which may have been paid. Upon evidence of violations, NBB may re-enter and take possession of the space occupied by the exhibitor, and may remove all personal items at the exhibitor’s risk. The exhibitor shall pay all expenses and damages which NBB may incur thereby. In addition, NBB may refuse to permit the exhibitor to participate in future years.

20. CANCELLATIONS: In the event of cancellation of exhibits due to fire, strikes, government regulations, or other causes beyond NBB control, NBB shall not be held liable for failure to hold the National Biodiesel Conference & Expo as scheduled, and NBB shall determine the amount of the exhibit fees to be refunded, if any. Should an exhibitor or sponsor need to cancel, written notice of cancellation must be received by NBB for consideration of a refund. For notification of exhibit space cancellation received on or before December 1, 2008, refunds will be granted for 50 percent of the total amount of exhibit space contracted. No refunds will be granted for cancellation of exhibit space after December 1, 2008. At no time will refunds be granted for the cancellation of sponsorships.

21. INSURANCE: Exhibitors wishing to insure their exhibit materials, goods and/or wares of exhibits against theft, damage by fire, accident or loss of any kind, must do so at their own expense. Each exhibiting company is responsible for obtaining insurance (liability and fire/theft) in such amounts as deemed appropriate to comply with its obligations hereunder and for its own protection. Security is in no case to be understood or interpreted by exhibitors as a guarantee to them against loss or theft of any kind.

22. USE OF NBB NAME AND LOGO: NBB reserves the right to approve use of its name and logo in all material disseminated to the media, public and professionals. NBB’s name and logo may not be used without permission.

23. GREENING COMPLIANCE: Exhibitors agree to comply with conference environmental greening strategies: minimize use of collateral materials and packaging; use recycled packaging when appropriate; use recycled or consumable products as giveaways; use locally grown/made products when possible; provide materials via electronic files; bring only what is needed for the event and take away what is not distributed. Absolutely no disposables may be handed to the public, including but not limited to food service items.