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2013 GHSA Annual Meeting brochure Download Program PDF icon
[1.1 MB, 20 pgs.]

2013 GHSA Annual Meeting
Highway Safety & Technology:
Safely Navigating the Road Ahead

San Diego, California | August 25 - 28

Agenda & Presentations | Sponsors | Exhibitors

The 2013 GHSA Highway Safety Exhibition

2013 Annual Meeting Index Page

The Exhibit Hall is SOLD OUT!

The GHSA Annual Meeting’s Highway Safety Exhibition features the latest highway safety-related products and services provided by private companies, nonprofit organizations, government agencies, law enforcement agencies, and many others.

Exhibit Registration

Register online – or download the registration form PDF icon [234 KB, 2 pgs.], complete, and return by fax or by mail – by July 26. Full payment must accompany registration for exhibit space. Major credit cards are accepted. Checks/money orders should be made payable to GHSA.

One complimentary meeting registration is included with the exhibit booth space. Additional staff from exhibiting companies must complete a standard meeting registration form PDF icon [218 KB, 2 pgs.] and indicate that they are an additional exhibitor registration.

See Registration Policies for additional information.

Exhibit Cancellation

Refunds (minus a $50 service fee) will be given if the cancellation request is made in writing on or before August 2. No refunds will be given after that date. Email cancellation requests to Denise Alston at

Display Charges & Services

The cost of exhibiting is $1,000 for members and $1,100 for nonmembers, with a $25 discount if you register online. Rental of three or more booths receives a 20 percent discount.

Each 10 x 10 exhibit booth consists of:

Exhibit Hall Hours

Sunday, August 25
11:00 a.m. – 2:00 p.m.
  Exhibits Set-up
3:00 p.m. – 5:00 p.m.
  Exhibits Open

Monday, August 26
7:30 a.m. – 5:00 p.m.
  Exhibits Open

(Exhibit Showcase & Buffet
Luncheon 12:15 p.m. – 1:45 p.m.)

Tuesday, August 27
7:30 a.m. – 12:00 p.m.
  Exhibits Open
2:00 p.m. – 4:00 p.m.
  Exhibits Teardown

Booth Assignments

The company’s first three choices for booth location should be indicated when registering. View Exhibit Hall floor plan. GHSA’s Headquarters Office will make the final booth selections. GHSA Members and Associate Members will be given first priority.

Liability & Indemnification

The vendor must assume full responsibility and liability for losses, damages and claims arising from injury to personnel and damage to the vendor’s display, equipment or other property brought into the meeting facilities.

The vendor must indemnify and hold harmless the agents and employees of GHSA, California Office of Highway Safety, the Manchester Grand Hyatt and any other group affiliated with the GHSA Annual Meeting from any and all such losses, damages and claims.

By submitting the Exhibit Registration, the vendor is contracting with GHSA and agrees to follow all of the rules explained herein. Please note that benefits of exhibiting and/or sponsoring at the GHSA Annual Meeting do not include use of GHSA’s logo.

Vendor Conduct

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 contractor and the hotel. Any costs arising out of negligence will be the sole responsibility of the exhibitor. Exhibitors acknowledge that GHSA and the Manchester Hyatt Hotel 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.

Official Decorator

Freeman Decorating Services, Inc., dba Freeman is the official decorator/service contractor for the meeting. Freeman will be responsible for the handling of all exhibit freight.

Freeman will receive crated exhibits and vendor material at their warehouse, store for up to 30 days prior to set-up, deliver to exhibitor’s booth at the hall, remove, store and return empty containers and reload for outbound shipment. Freeman will begin accepting shipments on Thursday, July 25th until Wednesday, August 21st. Materials arriving after this date will be assessed an additional after-deadline surcharge. Materials are accepted at the warehouse Monday through Friday between the hours of 8:00 a.m. – 3:30 p.m.

For questions regarding freight handling service, schedule of freight rates, to confirm advance shipment delivery or to set up pickup after the show, contact Freeman’s Exhibitor Services Department at 714-254-3410 or email

You can also contact the Freeman Exhibitor Services Department for questions regarding exhibitor service manuals/kits, drayage, booth carpet & cleaning, Freeman Electrical, floral services and additional furniture rental. Audio-visual, internet and phone services are provided by the Manchester Grand Hyatt. Order forms and instructions for all services will be provided in the Freeman Exhibitor Service Manual/Kit.

Shipping Instructions

Warehouse shipments should be addressed to Freeman, 6060 Nancy Ridge Drive – Suite C, San Diego, CA 92121, 858-320-7800.

Please be sure to include the following information on your shipment: Company Name, Booth Number and on-site contact; ATTN: GHSA Annual Meeting

Vendors are encouraged to ship directly to Freeman’s warehouse. The hotel (Manchester Grand Hyatt) has no storage facilities for vendors/exhibits and has the right to refuse any delivery addressed to the hotel for an exhibition show. In addition the hotel has the right to consign any deliveries to Freeman and charge an additional handling fee. Shipping Labels will be available in the Freeman Exhibitor Service Manual/Kit.

Installation and Dismantlement

Installation and dismantlement of exhibits must occur during the times and on the dates specified in this brochure. Any booth not set or occupied by the close of the installation is subject to forfeiture and loss of refund to the vendor. No exhibit may be installed after the exhibit area opens to registrants or dismantled prior to close of the exhibit area on Tuesday, August 27 at noon. Exhibit tear-down is scheduled to take place from 2:00 p.m. – 4:00 p.m. on the 27th.

For more information about exhibit or sponsorship opportunities, please contact Denise Alston at 202-789-0942 x110 or

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