Exhibitor Rules and Regulations

Great Homeschool Conventions, Inc.
Vendor Rules and Regulations Agreement

National Center for Life and Liberty / Great Homeschool Conventions (NCLL/GHC) will be hosting seven (7) conventions for the 2020 conference season.  They are as follows:

2019 – GHC Regional Homeschool Convention Dates:

  • New York Homeschool Convention: August 1-3 at the Joseph A. Floreano Rochester Convention Center in Rochester, NY
  • Florida Homeschool Convention : August 8-10 at The Prime Osborn, III Convention Center in Jacksonville, FL

2020 – GHC Regional Homeschool Convention Dates:

  • TEXAS Homeschool Convention, Fort Worth Convention Center, Fort Worth, TX – March 12 – 14, 2020
  • SOUTHEAST Homeschool Convention, TD Convention Center, Greenville, SC, – March 19 – 21, 2020
  • MISSOURI Homeschool Convention, Charles Convention Center, St. Charles, MO, March 26 – 28, 2020
  • MIDWEST Homeschool Convention, Duke Energy Convention Center, Cincinnati, OH, April 16 – 18, 2020
  • CALIFORNIA Homeschool Convention, Ontario Convention Center, Ontario, CA, June 18 – 20, 2020
  • FLORIDA Homeschool Convention, Prime F. Osborn III Convention Center, June 25 – 27, 2020
  • NEW YORK Homeschool Convention, Joseph A. Floreano Rochester Riverside Conv. Ctr, Rochester, NY, July 30 – August 1, 2020

The Vendor Application is attached as a separate attachment to this agreement.  This recitation of rules and regulations applies to all GHC conventions.

General Rules and Regulations

Application Process – What happens after submitting an application?

After a potential exhibitor has read through the entire exhibitor packet, completed and signed the necessary pages, and paid either in full or the deposit by the noted deadline, the application then goes through review by the GHC board. Upon approval by the board, you will receive a confirmation email and receipt from Great Homeschool Conventions letting you know your application has been approved, and you are accepted as an exhibitor.

Please do not assume you are approved by simply returning your application and deposit or payment in full. An approval will be emailed to you as a confirmation. If your application is rejected for any reason, you will also be notified, and your deposit or full payment will not be processed or will be refunded.

Space

For the Southeast, Texas, Midwest, California, New York and Florida Homeschool Conventions: Each booth space (approximately 10 ft. deep x 10 ft. wide) is provided with one (1) 8 ft. topped and skirted table, two chairs, and a professionally lettered sign displaying company name. Booths are draped on the sides (30 in.) and in the back (8 ft.).

For the Missouri Homeschool Convention: Each booth space (approximately 8 ft. deep x 10 ft. wide) is provided with one (1) 8 ft. topped and skirted table, two chairs, and a booth identification sign displaying company name. Booths are draped on the sides (30 in.) and in the back (8 ft.).

No vendor is permitted to extend its exhibit outside the designated booth area, and vendor signage should not extend above 8 feet high without the prior authorization of GHC.  GHC reserves the right to refuse any vendor and/or vendor exhibit in whole or in part without comment. All decisions made by GHC are final.

Vendor shall not share purchased booth space(s) with any other company or organization or display materials for any other company or organization, including catalogs, brochures, and fliers. No printed matter including catalogs, brochures, and fliers may be distributed in the vendor hall other than at your reserved booth space. **No helium balloons are permitted.

GHC shall not be held responsible for contents of Vendor’s booth(s) on premises.

Facility / Venue Exclusivity with GHC

Exhibitor agrees and understands that GHC commits a tremendous amount of financial resources to promote each of our regional conventions each year. As such, when exhibitor exhibits with GHC, exhibitor agrees not to exhibit at any other homeschool – homeschooling related event held in the exact same facility for a period of 6 months prior to and 6 months after the GHC event.

Assignment of Space

Vendor’s booth placement is at the sole discretion of GHC, without regard to the date of Vendor’s registration.  GHC reserves the right to alter locations of Vendor’s booth(s) as listed in the confirmation packet official floor plan, as deemed advisable and in the best interest of the Convention.  GHC has the absolute discretion to grant or deny any vendor exhibit, and to later revoke vendor contracts initially granted. GHC may also restrict, alter, or close exhibits at the GHC convention under certain circumstances.

Payment / No Refund Information

Vendor may reserve booth space with 1/3  deposit at time of application, 1/3 due on or before December 15, 2019, and  with the balance due no later than 30 days prior to the start date of each convention.  Vendor may pay by check or credit card. Vendor application may be completed and mailed to GHC, or scanned and emailed to GHC. The contract will be complete and in effect when full payment is received by GHC. If Vendor application is approved, all related vendor payments for the related booth space are non-refundable.

Rules of Decorum

Vendor must be acceptable to Christian homeschooling parents. Vendor agrees that he/she/it will not criticize other vendors, attendees, speakers, or Great Homeschool Conventions except to a GHC Board member. Vendor must adequately supervise their children who attend the Convention. Children aged 10 and under must be accompanied at all times by one of their own parents or adult guardian.

Care of Vendor Space

Vendor must keep his/her/its booth clean, manned, and in good order.

Vendor must be ready for display by 5:30PM on Thursday, and cannot begin to dismantle booth space until 6 PM on Saturday.

Vendor must leave his/her/its booth in good order after the booth has been dismantled on Saturday, and shall break down and dispose of all cardboard boxes and refuse.  If a vendor fails to dispose of cardboard boxes and refuse, vendor shall incur a mandatory “clean-up” fee of $50.

Damages

Vendor is liable for any damage caused to the building floors, walls, curtains, drapes, to standard booth equipment, or to another vendor’s property.

Unoccupied Space

If Vendor fails to occupy space contracted by 5 PM on Thursday, or fails to comply in any respect with the terms of this agreement without prior permission from GHC, then GHC shall have the right to use such space in any manner without releasing Vendor from paying the sum agreed upon in the vendor contract.

Limitations

Distribution of printed matter, souvenirs, or other articles in the vendor hall shall be restricted to the space(s) of the vendor. Music or audiovisual sound shall not be audible more than 8 ft. from contracted booth space.

No helium balloons are permitted. Food samples are subject to venues rules and to health department requirements for the city, county or state in which the event is being held.

Furniture

Each booth is provided with one (1) 8 ft. topped and skirted table and two chairs. Additional tables, chairs, and carpeting can be ordered ahead of time from our convention decorator, Carolina Tradeshow Decorators. Order forms can be found on our exhibitors-only website at: exhibitors.greathomeschoolconventions.com. Click the location specific information tab and choose the event. You will find the exhibitor kit which includes the options available for ordering additional furniture and/or carpeting for your booth space.

Signs

Each booth is provided with one (1) 8 ft. topped and skirted table and two chairs. Additional tables, chairs, and carpeting can be ordered ahead of time from our convention decorator, Carolina Tradeshow Decorators. Order forms can be found on our exhibitors-only website at: exhibitors.greathomeschoolconventions.com. Click the location specific information tab and choose the event. You will find the exhibitor kit which includes the options available for ordering additional furniture and/or carpeting for your booth space.

Electricity

Vendors requiring electricity must request and pay for this from each respective convention center. (Each electrical drop consists of one duplex receptacle. Vendor is responsible for providing the appropriate extension cords needed to extend the power from the drop site to where it will be utilized.) Electricity order forms will be provided on GHC’s website prior to conventions.

Shipping and Storage (Drayage)

 Vendors that need to ship items to the convention center may NOT ship directly to the convention center or area hotels. (This is prohibited by the convention center and hotels as they are not set up to receive and sign for shipments. Shipments may be returned if the convention center or hotels are unable to sign for or store the shipment, or they may charge exorbitant service fees associated with storing your items.) Please note:  Vendors shall instead contract with the local “convention decorator” – Carolina Tradeshow Decorators and pay the related per pound “drayage” fee for these services.  (The necessary contact information will be provided to all confirmed vendors at the exhibitors-only website: exhibitors.greathomeschoolconventiosn.com)

Compliance

Vendor agrees that his/her/its representative shall be admitted and shall remain from day to day solely in strict compliance with the rules herein. GHC reserves the right to reject, eject, or prohibit Vendor or Vendor representative(s), with or without giving cause. If cause is not given, liability shall not exceed the return to Vendor of the amount of rental unearned at the time of ejection. If Vendor or its exhibit is ejected for violation of these rules or for any other stated reason, no return of rental shall be made.

Liability

GHC does not guarantee Vendor against loss or damage of any kind. GHC has leased space to Vendor with the agreement that Vendor shall hold GHC harmless from any and all liabilities from any cause. By signing the Contract for Vendor Space, Vendor expressly releases and agrees to indemnify GHC, its employees and representatives and the Facility, its employees and representatives from any and all claims for such loss, damage, or injury.

 Unforeseen Events

If the contracted-for venue premises management causes this event to be cancelled, then this contract shall be terminated and Vendor shall waive any claim for damages or compensations except the prorated return of the amount paid for space rented.  GHC will process such refunds as quickly as practicable.

Christian Brotherhood.

Vendor shall refrain from making any private or public disclosure of any issues he/she/it may have with GHC or with other vendors regarding policies or items they sell. The GHC board will review any such issues brought to it.

 Appropriate Materials

Vendors are responsible to review materials for items which might be offensive to the primarily Christian attendees.  The appropriateness of material shall be at the sole discretion of GHC.

Sales tax and/or Vendor license

Vendors are responsible to pay their own state sales tax as required by those states in which the GHC conventions are held. Vendors are also responsible to obtain any required Vendor licenses.

Vendor Hall Hours for All Seven (7) Conventions

Exhibitor or their representative shall man the booth during exhibitor hall hours as specified for each venue:

Wednesday 5:00 PM–9:00 PM Vendor Hall Hours for All Seven (7) Conventions
Thursday 9:00 AM–4:30 PM Load-in and set-up
Thursday 5:00–9:00 PM OPEN for attendee shopping – BOOTH SPACE MANNED AT ALL TIMES
Friday 9:30 AM–8:30 PM OPEN for attendee shopping – BOOTH SPACE MANNED AT ALL TIMES
Saturday* 9:30 AM–6:00 PM OPEN for attendee shopping – BOOTH SPACE MANNED AT ALL TIMES
Saturday 6:00 PM–12:00 midnight LOAD-out for vendors – all must be completely out by 12:00 midnight.

*NO EARLY TAKE DOWNS ON SATURDAY per the vendor agreement. VENDOR UNDERSTANDS AND AGREES THAT VENDOR MUST MAN HIS/HER/ITS BOOTH(S) ON THURSDAY, FRIDAY AND SATURDAY DURING THE HOURS THE VENDOR HALL IS OPEN.

Exhibitor or representative shall man the booth during vendor hall hours as specified for each venue. 

  • *NO EARLY TAKE DOWNS ON SATURDAY per the exhibitor agreement. EXHIBITOR UNDERSTANDS AND AGREES THAT EXHIBITOR MUST MAN HIS/HER BOOTH(S) ON THURSDAY, FRIDAY AND SATURDAY DURING THE HOURS THE EXHIBIT HALL IS OPEN
  • CHECK OUT PROCEDURES – Time: Saturday at 6:00 p.m. No early take-downs. Procedure: At 6 a.m. on Saturday before you begin take-down, please return all badges/lanyards in the exhibitor envelope to be used for the next convention. You can turn them in at the exhibitor table at the front of the exhibit hall in the same place where you checked in. A $5 replacement fee is charged for each badge/lanyard that is not returned. Re-use helps us keep costs down for exhibitors and attendees.

Vendor Booth Placement

Vendor understands and agrees that Vendor’s booth placement(s) are at the discretion of GHC regardless of the date registration is received.

Your booth staff / volunteers: First, be sure to update your booth staff and volunteers on the exhibitors’ rules and regulations. Next, prior to the event, please share the booth leaders contact information and cell phone number with all your staff and volunteers if you have staff or volunteers that will be participating in shift changes. Below are details on transition procedures of booth staff and volunteers.

Volunteer /booth staff procedures:                                                                                                                                           Two lanyards/badges are provided per booth. More than three or four people in a 10 x 10 booth space is crowded. If you have actual booth staff, not volunteers, running your booth for the majority of the three days of the convention, we will provide those staff members a lanyard as well. If you have booth volunteers (not actual staff) coming in who also want to go to speaking sessions, those volunteers will need a convention registration as an attendee of the convention in order to attend speaking sessions and shop the exhibit hall.

For those who have several volunteers running the booth:                

Please request the number of lanyards for the max number of people who will be in your booth space all at one time plus one or two for shift changes.  Teens will receive wrist bands as opposed to exhibitor badges/lanyards.

Please make a plan ahead of time as to where to meet your volunteers / staff when they arrive. 
If you have volunteers coming in shifts, please provide them with your booth leader’s cell phone number to call or text when they arrive so your staff can meet them at the entry with their lanyard. Sharing contact information with your staff and volunteers will save them time from waiting in our registration lines. Often times upon their arrival, booth volunteers are not sure what they should do or what booth they should go to when they arrive. Please make a plan ahead of time so they are able to reach you when they arrive.

Another option for volunteer / staff shift changes: The other option is to leave the exhibitor packet / envelope (received at check-in) at the GHC attendee registration counter with a list of your volunteer or staff names printed on the envelope. We will check those names off as they check in and out. The registration counter is typically the first place people come for questions. **Again, if volunteers or staff will be attending speaking sessions, a convention registration is needed. Lanyards/badges will not get them into speaking sessions.

DISPUTE RESOLUTION

Vendor understands and agrees that GHC may refuse or revoke Vendor registration for any reason. Any dispute, claim, or controversy that arises out of or relates to this Contract, or to its breach, shall be settled by Christian arbitration by submitting the matter to an arbitrator, the president of the National Center for Life and Liberty or his delegate.  The written decision of the arbitrator shall be final and binding on all parties, and judgment upon the award rendered by the arbitrator may be entered in any court having jurisdiction thereof.  There shall be no appeal from the decision of the arbitrator.

Internet Usage/Connection at the Venues:

Vendor understands that internet connection may not be offered free of charge by the convention centers. Please be aware that vendors may need to purchase the service usage from the service provider if the vendor accepts credit cards on site of the convention. Please note that the usage of a personal hotspot or MiFi connection may not be allowed or processing may be slowed due to interference with the venue’s own in-house Wi-Fi provider. This interference is caused by an excessive number of users accessing the airspace all at the same time. Wi-Fi/Internet Order forms can be found at www.greathomeschoolconventions.com under the exhibitor tab and city related to the specific GHC homeschool convention and specific venue. Pricing for service may vary.

 Sign up for Notifications on Exhibitor Website:

Visit and sign up at exhibitors.greathomeschoolconventions.com as soon as you are a confirmed exhibitor. This website will have all the exhibitor forms you need for each event posted as soon as the information becomes available. Be sure to all your convention representatives sign up, too, to receive the important updates. As information is added, you will receive an automatic email alerting you of the update. On this site, you will find:

  • Shipping and Materials Handling forms (Look for Exhibitor Kit)
  • Details for ordering additional tables, carpeting, chairs, etc. for your booth space. (Look for Exhibitor Kit)
  • Forms for ordering electricity and internet connection
  • Information on how to obtain a vendor license for temporary vendors
  • Sales/use tax information for each GHC convention state
  • Hotel accommodation links for our host hotels
  • Booth assignment information (posted approximately one month prior to the convention).
  • Speaking schedule for those applying for sessions

 

We greatly appreciate your business!

Direct any questions to Kim McMillan – [email protected] -513-748-6998.


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