2018 Towing & Recovery Management Summit Exhibitor Rules & Regulations
1. OFFICIAL EXHIBIT SCHEDULE
See the Exhibitor Services Manual for complete show schedule.
2. SHOW MANAGEMENT
The exhibition is organized and managed by Towing & Recovery Management
Summit LLC (herein referred to as “Management Team”.) Any matters not covered in
the Rules and Regulations are subject to the interpretation of the Management
Team or their designee, and all exhibitors must abide by their
decisions. Exhibitors must comply with all Gaylord Opryland Resort rules and
regulations. Show Management shall have full power to interpret, amend, and
enforce these rules and regulations, provided any amendments, when made, are
brought to the notice of exhibitors. Each exhibitor, for itself and its employees,
agrees to abide by the foregoing rules and regulations and by any amendments
or additions thereto in conformance with preceding sentence.
3. ASSIGNMENT OF BOOTH SPACE
Booths will be assigned on a first‐come, first‐served basis. Every effort is made to
accommodate your preferred booth location, but we cannot guarantee that you will
receive one of your preferred choices. Booth registration for the 2018 Towing &
Recovery Management Summit must be made on the official 2018 Towing &
Recovery Management Summit Exhibit Space Application & Contract.
The exhibitor fully understands that it becomes a binding contract and the exhibitor
is subject to the terms and regulations set forth by the Management Team as listed
therein. In addition, the Management Team reserves the right to reject an
application that in its judgment is not appropriate for the 2018 Towing & Recovery
4. INCLUDED IN BOOTH SPACE
Please see Exhibit Space Application and Contract for specific inclusions.
5. INSTALLATION AND DISMANTLE OF EXHIBITS
Show Management reserves the right to fix the time for the installation of a booth
prior to the Show opening and for its removal after the conclusion of the show.
Under no circumstances will the addition to or removal of any portion of an exhibit
be permitted during show hours. All booths must remain intact until the close of the
show. If an exhibitor breaks down early, they will forfeit their booth position in the
following year. Installation and dismantle must occur only during the installation and
dismantle times designated in the Exhibitor Services Manual. Any material not called
for by said time and date will be shipped at the exhibitor’s expense by a carrier
selected by the official drayage contractor. No one under the age of 18 will be
permitted on the exhibit floor during installation and dismantle hours.
6. FAILURE TO OCCUPY SPACE
Space not occupied by the time designated in the Exhibitor Services Manual will be
forfeited by exhibitors and their space may be resold, reassigned or used by the
exhibit management without refund.
7. RATES, DEPOSITS AND REFUNDS
Space will be rented at the rates listed on the official Exhibit Space Application and
Contract. No application will be processed or space assigned without payment in full
in U.S. funds. NO BOOTH PAYMENTS WILL BE ACCEPTED ONSITE. A standard size
booth will be 10’ x 10’ having an 8’ high back draping and 3’ high side wall draping. A
7” x 44” booth sign bearing your company’s name and booth number will be
provided. A full refund of the booth package fee will be made if written notice of
cancellation is received by May 1, 2018. No refund will be made if notice of
cancellation is received after May 1, 2018. No transfer of fees will be made to other
registration fees or Towing & Recovery Management Summit LLC meetings. In the
event of a default by the exhibitor, as set forth in the previous sentence, the
exhibitor shall forfeit as liquidated damages, the amount set forth above, regardless
of whether or not Show Management enters into a further lease for the space
involved. In the event that any circumstance beyond the control of the Management
Team ‐ such as acts of God, war, government regulations, disaster, terrorist activity,
strikes (except those involving the employees or agents of the party seeking the
protection of this clause), civil disorder, or curtailment of transportation facilities –
to the extent that such circumstance makes it illegal or impossible to provide or use
the Hotel facilities, full refund of the exhibit rental fees will be made, which is the
limit and extent of the Management Team’s liability for such cancellation. Towing &
Recovery Management Summit LLC assumes no responsibility for refunds of
nonrefundable airline tickets or hotel charges if a meeting is cancelled or
abbreviated for any of the above stated reasons. All cancellation requests must be
submitted in writing to Brenda Faulman at Brenda@towtimesmag.com or by fax
to (407) 327‐2603.
8. CONTRACTOR SERVICES
An official contractor will provide all services in the exhibit area. Complete
information, instructions and schedule of prices regarding shipping, drayage,
labor for installation and dismantling, additional services, etc., will be included in
the Exhibitor Services Manual to be forwarded from the official contractor.
Under no circumstances will Towing & Recovery Management Summit LLC or
Gaylord Opryland Resort assume responsibility for loss or damage to goods
consigned to the official contractor. Advance shipments of exhibit material must
be made to the official contractor as specified in the Exhibitor Services Manual.
Should any shipments not be made as specified in the manual, they will be
removed by the official contractor and stored until the hall is ready to accept
materials for the exhibition and all costs involved will be charged to the
exhibiting company. Exhibitors are responsible for the information provided in
the Exhibitor Services Manual.
9. ARRANGEMENT OF EXHIBITS
Any portion of an exhibit that obstructs the view, interferes with the privileges
of other exhibitors, extends beyond the designated booth space or for any
reason becomes objectionable, must be immediately modified or removed by
the exhibitor. Show Management reserves the right to inspect the quality of the
appearance of each booth prior to show opening. Where necessary, masking
drape will be placed to cover unsightly wires, unfinished backwalls, etc. at the
10. BOOTH DESIGN
Each exhibitor will be provided with an official Exhibitor Services Manual. The
Exhibitor Services Manual describes the type and arrangement of exhibit space
and the standard equipment provided by Show Management for booth
construction. All booth space must be arranged and constructed in accordance
with the guidelines, provisions, and limitations contained in the Exhibitor
Services Manual. In the sole opinion of Show Management, any exhibit that fails
to conform to the Exhibitor Services Manual guidelines or the provisions set
forth herein, such exhibit will be prohibited from functioning at any time during
the exhibition. Each exhibitor is responsible for keeping the aisles near its exhibit
space free of congestion caused by demonstrations or other promotions. All
demonstrations or other promotional activities must be confined to the limits of
the exhibit space. Sufficient space must be provided within the exhibit space for
the comfort and safety of persons watching demonstrations and other
promotional activities. All booths may not exceed 8’ in height. Exhibiting
companies are responsible for furnishing and cleaning their booths. All exhibits
must comply with the public accommodation provisions of the Americans with
Disabilities Act of 1991 (ADA). Any exhibit with raised flooring must be ramped.
11. SUBLEASING OF SPACE
Exhibitors may not assign, sublet or apportion to others the whole or any part of
the space allocated, and may not display goods or services other than those
manufactured or regularly distributed by them.
All exhibits will be to serve the interest of the 2018 Towing & Recovery
Management Summit conference attendees and will be operated in a way that
will not detract from other exhibits, the exhibition, or the meeting as a whole.
The exhibit management reserves the right to request the immediate
withdrawal of any exhibit that Show Management believes to be injurious to the
purpose of the 2018 Towing & Recovery Management Summit. The
Management Team reserves the right to refuse to admit and eject from the
exhibit building any objectionable or undesirable person or persons. The use of
sideshow tactics or other undignified methods considered by the Management
Team to be objectionable are expressly prohibited in the exhibition area and in
any meeting room. Appropriate business attire is required for all exhibit
13. EXHIBITOR PERSONNEL
All exhibitors must wear official 2018 Towing & Recovery Management Summit
name badges and ribbons for exhibit hall admission. Exhibitors will be admitted to
the exhibit hall 30 minutes before show opening each day. All exhibitors and
attendees will be required to leave the floor within 30 minutes after the show closes
each day. Exhibitors needing to work during non‐show hours must obtain
permission from Show Management for entrance into exhibit hall. Each exhibit must
be fully operational and staffed during the open exhibit hours as defined in the
Exhibitor Services Manual. Booths should be staffed by company specialists who are
qualified to discuss details of their company’s products or services. Distribution of
advertising material and souvenirs must be confined to the exhibitor’s booth.
Canvassing or distribution of advertising material or souvenirs in the exhibit hall by
representatives of non‐exhibiting firms is strictly forbidden.
14. SELLING OF MERCHANDISE
Selling of merchandise on the show floor is prohibited. However, orders may be
taken for fulfillment at the exhibiting company’s main distribution center.
15. SOUND DEVICES, LIGHTING AND OTHER PRESENTATION DEVICES
Public address, sound‐producing or amplification devices that project sound must be
kept at a conversational level and must not interfere with other exhibitors. Any form
of attention‐getting devices or presentations must be terminated when crowds
obstruct aisles or infringe upon another exhibitor’s display. Show Management
reserves the right to restrict the use of glaring lights or objectionable lighting effects.
Music, whether vocal or instrumental, is prohibited.
16. HANDOUT MATERIALS
Promotional giveaways and exhibitor prize raffles will be permitted, and are
expected to be of a professional nature. Show Management reserves the right to
disallow any material that they believe to be inappropriate.
17. FIRE, SAFETY AND HEALTH
The exhibitor assumes all responsibility for compliance with local, city and state
ordinances and regulations covering fire, safety and health. All exhibit equipment
and materials must be located within the booth. Only fireproof materials may be
used in displays and the exhibitor must take all necessary fire precautions. No
combustible material will be stored in or around exhibit booths.
Rules and regulations for union labor are made by the local unions and may change
at any time. Where union labor is required because of building or contractor
requirements, it will be necessary for the exhibitor to comply with these regulations.
Labor order forms will be included in the Exhibitor Services Manual.
The exhibitor should make arrangements with the contracted decorator for storage
of packing boxes and crates during the exhibition. The Management Team assumes
no responsibility for damage or loss of packing boxes or crates. All packing boxes
and crates shipped to and stored at hotel will be subject to additional fees as
outlined in the Exhibitor Services Manual.
20. FOOD AND BEVERAGE
Exhibitor distribution of food and beverages for consumption in the building is
prohibited, except with written permission from Show Management. All requests
must be submitted in writing. If an exhibiting company wishes to host food and
beverage in their booth, all food and beverage must be purchased through the
Gaylord Opryland Resort Catering Department.
21. LIABILITY AND SECURITY
The Management Team makes no warranty, expressed or implied, that security
measures will avert or prevent occurrences that may result in loss or damage. Each
exhibitor must make provisions for the safeguarding of his or her goods, materials,
equipment and display at all times. The Management Team will not be liable for loss
or damage to the property of exhibitors or their representatives or employees from
theft, fire, accident or other causes. The Management Team will not be liable for
injury to exhibitors or their employees or for damage to property in their custody,
owned or controlled by them, which claims for damages, injury, etc., may be
incident to or arise from, or be in any way connected with their use or occupation of
display space, and exhibitors will indemnify and hold harmless against such claim.
Exhibitor assumes the entire responsibility and liability for losses, damages, and
claims arising out of exhibitor’s activities on the Hotel premises and will indemnify,
defend, and hold harmless the Hotel, its owner, and its management company, as
well as their respective agents, servants, and employees from any and all such
losses, damages, and claims. Exhibitor’s liability shall include all losses, costs, damages or expenses arising from or out of or by reason of any
accident or bodily injury or other occurrences to any person or persons,
including the Exhibitor, its agents, employees, and business invitees which arise
from or out of Exhibitor’s occupancy and/or use of the exhibition premises, the
Hotel or any part thereof. The Exhibitor understands that the Management
Team does not maintain insurance covering the Exhibitor’s property and that it
is the sole responsibility of the Exhibitor to obtain such insurance. The exhibitor assumes all liability for any damage to the facility’s floor, walls, lighting fixtures, etc. as a result of exhibitor negligence. The exhibitor will abide by and observe all laws, rules, regulations and ordinances of any governmental authority and of the contracted facility. Exhibitors are required to carry their own insurance
including but not limited to Worker’s Compensation, Personal Injury Liability
and Property Damage. Signing of this exhibit contract serves as a waiver to any
claim against the Management Team, their respective companies, any officers,
directors, members, or agents.
The Management Team will be held harmless for any trademark, tradename,
copyright or patent infringement on any printed materials belonging to or
distributed by any exhibitor. Use of the Gaylord Opryland Resort logo, design,
trademark, tradename, patent, copyrighted work or symbol must be approved
in writing by Gaylord Opryland Resort’s marketing department.
23. LIST PUBLICATION
The list of 2018 Towing & Recovery Management Summit exhibitors, in
whole or in part, shall not be published other than in 2018 Towing &
Recovery Management Summit and TT Publications Inc. official publications
without written consent.
24. HOTEL USE
All public function space in the Gaylord Opryland Resort is controlled by Towing &
Recovery Management Summit LLC. No function space will be released to
exhibiting firms or to other commercial firms for social functions without the
permission of Show Management. Good taste and conformity to the purposes of
the meeting must prevail. Showing of equipment or product presentations to
registered attendees or guests of the 2018 Towing & Recovery Management
Summit by exhibiting firms other than on the exhibit floor during the stated hours
(see Rule 13) is expressly prohibited. Exhibitors may not use the hotel(s) to
distribute literature, gifts, etc. to attendees.
Violation of any of these Rules and Regulations by the exhibitor or his or her
employees or agents shall at the option of the Management Team forfeit the
exhibitor’s right to occupy space and such exhibitor shall forfeit to Towing &
Recovery Management Summit LLC all monies paid or due. Upon evidence of
violation, the Management Team may take possession of the space occupied by
the exhibitor, and may remove all persons and goods at the exhibitor’s risk. The
exhibitor shall pay all expenses and damages that the Management Team may
All agreements and covenants contained herein are severable, and in the event
any of them shall be held to be invalid by any competent court, this agreement
shall be interpreted as if such invalid agreements or covenants were not contained
For questions or more information, please contact:
Towing & Recovery Management Summit LLC
203 W. State Road 434
Winter Springs, FL 32708
Phone: (407) 936‐2494
Fax: (407) 327‐2603