[5 MB, 20 pgs.]
2010 Annual Meeting
Technology and Highway Safety:
What's Driving Our Future?
Kansas City, Mo., September 26 - 29
The 2010 GHSA Highway Safety Exhibition
The meeting will feature an exhibition of highway safety-related products and services offered by private companies, nonprofit organizations, government agencies, law enforcement and many others. Innovative technology, materials, equipment and services will be featured.
Exhibiting at GHSA's Annual Meeting provides access to a large gathering of top highway safety officials and entitiles exhibitors to receive:
- Recognition in the Annual Meeting program
- One complimentary meeting registration
- Listing and description on GHSA website
- Recognition in Directions in Highway Safety newsletter
All continental breakfasts, breaks between sessions and a buffet luncheon hosted by the exhibitors will be held in the exhibition area.
Additionally, daily attendee registration will be near the exhibit area. The exhibit will be promoted at the general sessions, and there will be several small exhibit hall raffles.
Full payment must accompany registration for exhibit space. Major credit cards will be accepted. Checks/money orders should be made payable to
One complimentary meeting registration is included with the exhibitor registration. Additional exhibitor registrants must complete a meeting registration form and select that they are “an additional exhibit
Refunds (minus a $50 service fee) will be given if the cancellation request is made in writing on or before September 3. No refunds will be given after September 3. Email requests to Denise Alston at email@example.com.
In the event the exhibit is cancelled due to circumstances outside GHSA’s control, a full refund of fees will be made.
Display Charges and Services
The cost of exhibiting in the main exhibition hall at the Annual Meeting is $900 for members and $1,000 for nonmembers. A $25 discount is given to all registrations completed online. Rentals of three or more booths will be offered at a 20 percent discount.
The registration fee includes:
- one complimentary meeting registration
- 8' x 10' booth space
- skirted 6' table
- draped 8' back wall and 3' side rails
- identification sign
- two chairs and wastebasken
- an exhibitor survival kit (with pencils, tape and other items to meet your last-minute needs)
- 24-hour security
The exhibitor registration permits one person to attend all meeting sessions, workshops and social functions.
The company’s first four choices for booth location should be indicated when registering. See Floor Plan. GHSA’s Headquarters Office will make the final booth selections. GHSA Members and Associate Members will be given first priority.
Space assignments will be made based on membership status, application postmark, receipt of payment, number of booths requested, history of exhibiting with GHSA, as well as distribution and balance of displays and products. Every effort will be made to accommodate exhibitors’ preferences.
GHSA has the right to alter the floor plan if necessary and with proper notification to the affected exhibitors.
Liability and Indemnification
The exhibitor must assume full responsibility and liability for losses, damages and claims arising from injury to exhibit personnel and damage to the exhibitor’s display, equipment or other property brought into the meeting facilities.
The exhibitor must indemnify and hold harmless the agents and employees of GHSA, the Missouri Department of Transportation, Hyatt Regency Crown Center and any other group affiliated with the GHSA Annual Meeting from any and all such losses, damages and claims.
By submitting the exhibitor application, the exhibitor is contracting with GHSA and agrees to follow all of the rules explained in the exhibitor section.
George Fern Company is the official decorator/ service contractor for the meeting. George Fern Company will be responsible for the handling of all exhibit freight.
George Fern Company will receive, store and deliver to the exhibit facility and re-forward all show management freight. George Fern Company will begin receiving shipments on Friday, August 13 through Monday, September 20. A surcharge will apply to all shipments that are received past the shipment deadline.
Warehouse shipments should be addressed to 751 Wyoming, Kansas City, MO 64101. Please be sure to include the following information on your shipment: Company/Exhibitor Name & Booth Number, GHSA Annual Meeting.
For questions regarding freight handling service, schedule of freight rates, or if you have any questions, would like to confirm advance shipment delivery or to set up pickup after the show, contact George Fern at 816-221-0525. A customer service representative will be able to assist you.
For questions regarding exhibitor service manuals, drayage, booth carpet & cleaning, floral services and additional furniture rental, etc., contact George Fern at the number listed above.
Electrical, audio-visual, Internet and phone services are provided and charged separately by the hotel. Order forms with instructions will be provided in the Exhibitor Service Kit.
Installation and Dismantlement
Installation and dismantlement of exhibits must occur during the times and on the dates specified.
Any booth not set, or occupied, by the close of the installation is subject to forfeiture and loss of refund to the exhibitor.
No exhibit may be installed after the exhibit area opens to registrants or dismantled prior to close of the exhibit area on September 28 at 1:45 p.m.
Exhibits that include audio-visual equipment or any noise-making machines may not disturb other exhibitors or their patrons. GHSA reserves the right to evict any exhibitor who, because of noise, conduct, method of operation or other distraction, detracts from the educational nature of the exhibit.
Should an eviction occur, the exhibitor forfeits all monies paid and will not be entitled to a refund. Exhibitors may not deface any part of the exhibit facility or hotel property. Nothing may be affixed to the exhibit facility or hotel property without the expressed permission of the official exhibit company and the hotel. Any costs arising out of negligence will be the sole responsibility of the exhibitor. Exhibitors acknowledge that GHSA and the Hyatt Regency Crown Center do not maintain insurance covering exhibitor property and that it is the sole responsibility of the exhibitor to obtain business interruption and property damage insurance covering losses by the exhibitor.
Exhibitors acknowledge their responsibility under the Americans with Disabilities Act to make their booths accessible to persons with disabilities. The exhibitor agrees to indemnify and hold harmless GHSA, the hotel and exhibit company against costs, liability or damages arising out of or caused by exhibitor’s failure to comply with the Act.
For more information about exhibit or sponsorship opportunities, contact Denise Alston at 202-789-0942 or firstname.lastname@example.org.
Past GHSA Annual Meeting exhibitors have included: nonprofit associations, research centers, manufacturers of roadside signs and traffic control devices, manufacturers of ignition interlock devices, auto manufacturers, publishers of highway safety materials, highway safety consultants, beverage companies with responsible driving programs, federal highway safety agencies, manufacturers of seat belts and child safety seats, developers of highway safety training programs, and many others.
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