2021 VIRGINIA HAZMAT CONFERENCE
Exhibitor Terms of Agreement

Registration: A completed registration form and all fees are due in advanced to be confirmed for our show.  Discounted prices will be in effect until June 1st for early registrants.  Registrations received after August 1st will be increased by $100.

Cancellation: Written cancellation requests must be made by August 1, 2021 and are subject to a $100.00 cancellation fee. No cancellation or refund after August 1, 2021. Receipt of an application and fees does not guarantee acceptance by VAHMRS if exhibit space is not available. Should this occur the exhibitor will be notified immediately, and registration fee will be refunded.  Important Exception: If any Virginia government regulations/restrictions require VAHMRS to cancel our 2021 conference, full refund will be given to our vendors.

Exhibit Hall Space: The Newport News Marriott at City Center will be the location for our 2021 conference and expo. The exhibits will be in their meeting space which is fully carpeted.

Booth Space - Each 10’ x 10’ booth space will include the following:

• 8’ Fire Retardant Back Drape with Pipe
• 3’ Fire Retardant Side Drape with Pipe
• One (1) Covered and Skirted 6’ Table
• Two (2) Folding Chairs
• One (1) Wastebasket

Vendor Reps – A 10 x 10 booth includes 2 complimentary representatives; 10 x 20 booth includes 3 reps; 20 x 20 booth includes up to 4 reps. Vendor rep names will have the name of the company that is the registered vendor.  Additional reps are $50/person.

Expo Hours - Each exhibitor shall be responsible for the set-up and take-down of their display during the assigned hours. It shall be the responsibility of the exhibitor to provide everything necessary for the complete set up of their booth, including electrical cords and power strips if needed. Please refer to the Conference Agenda tab on our registration website for details related to the setup, take-down and times for the exhibit hall.

Shipping/Storage – Exhibits, Inc. is the contracted exhibit company for Virginia Hazmat Conference. We recommend exhibitors use their services for all freight handling. The Newport News Marriott Hotel will not be able to receive or store advance freight. An exhibitor’s kit for Exhibit Inc.’s services will be sent to confirmed (paid) registered vendors.

Electricity - If you need to order electricity, it needs to be arranged separately with the Newport News Marriott Hotel. Once your company has registered, the Marriott's vendor services form will be sent as an attachment to your confirmation.

Vendor Sponsored Class or Event - Any vendor wishing to sponsor a class or social event in conjunction with the Virginia Hazmat Conference is required to clear the class/event with the Exhibits Chairperson at least 30 days in advance. This is requested to ensure that we may assist our vendors in avoiding potential conflicts with other class/events occurring during the conference, and to assist with any needs related to coordinating the event through the hotel and or convention center.

Please be sure to review the following rules and regulations regarding your participation:

Containment - All vendor displays must be hazardous materials and/or incident command related and contained within the space rented. No apparatus, portions of apparatus, bumpers, equipment, flags, merchandise, etc. can extend beyond the space rented into either a carpeted isle or an adjacent booth or vendor space. Apparatus and/or merchandise that will not fit in the space requested and allotted will not be allowed to be displayed and no refund will be provided. Vendors should ensure enough space is requested and reserved to contain the apparatus and/or merchandise planned for display.

Fire Department Regulations - It is mandatory that you comply with the following regulations for display of motor vehicles.  Batteries - A keyed or special switch shall be used to effectively disconnect the battery in the vehicle from the starters, solenoids, and condensers associated with the engine and power train. This will allow the computer equipment, radios, and associated equipment to still function. The fact that extraneous equipment such as on-board computers and radios would still operate off the main batteries is okay. The intent of the code is that the engine be disconnected.

Fuel - Fuel in fuel tanks shall not exceed one-quarter tank or five gallons. cAny vehicle found to be in violation of the requirements may be removed from the exhibit hall, and there will be no refund provided to the exhibitor. Also, any vehicle in the Convention Center must have some method to catch fluids that may leak from said vehicle.

Indemnification – The exhibitor assumes entire responsibility for losses, damages, and claims arriving out of injury or damage to exhibitor’s display, equipment of their property through upon the premise and shall indemnify and hold harmless the VAHMRS and its representatives and the Newport News Marriott Hotel from any and all such losses, damages and claims.

General Provisions

• Advertising or canvassing outside the exhibit area will not be tolerated.
• Exhibitors may not sell raffle tickets to conference attendees.
• Combustible materials or explosives are prohibited.
• Fire extinguishers and exits must not be obstructed.
• Sounds and lighting must be subdued and not be disturbing to other exhibitors.
• VAHMRS will not be held accountable for use of any copyrighted music.
• Usage of the VAHMRS or Virginia Hazmat Conference logo may not be used without written approval by VAHMRS.