Exhibitor Regulations & Information 2022
PACRAO invites exhibitors to partner with us, attend the annual conference and inform participants about the products and services they provide to serve higher education institutions, particularly those that focus on admission and registration activities. The PACRAO Executive Board reserves the right to deny participation to any exhibitor at its discretion.
ALLOCATION OF SPACE: Some registration packages include Exhibit Space. Packages are sold on a first come first serve basis once registration opens. Booth locations will be assigned approximately two weeks before the conference. Assignments will be based on PACRAO Partner level of sponsorship. Whenever possible, exhibitors in direct competition will have booth locations that are not in close proximity. PACRAO reserves the right to relocate an exhibit for the good of the conference.
BOOTH RENTAL CHARGE: Booth packages are sold on a first come first serve basis. Diamond, Platinum, Gold and Silver levels have booth cost included in fee. Packages are selected during registration. For packages including booths cancellations must be made prior to August 31st to receive a full refund. After August 31st $650 is non-refundable. Diamond partners receive double booth space. Registration fees are due at time of registration and paid via credit card.in the online registration system. Fees include all the sponsorship benefits listed in each package plus conference meals and events.
STANDARD BOOTH: PACRAO will provide either an 8’ x 10’ or 10' x 10' booth. Each booth space will include one identification sign showing booth number and EXHIBITOR name, 8' high back drapes, 3' side drapes, one 8' topped & skirted table, two chairs, and one waste basket. Exhibitors are responsible for requesting additional equipment or services. Information will be provided to all exhibitors at a later date. Each booth payment includes: conference registration for the number of participants listed in the partner benefits document, Opening Reception and Tuesday Big Event dinner. Additional registrations can be added ala carte for the cost listed on the registration site and may change year to year based on cost of hotel space.
INTERNET: Wireless internet connections will be provided at no additional charge.
ADDITIONAL ELECTRICAL SERVICE: The EXHIBITOR is responsible for arrangement of additional electrical plugs or extension cords through the drayage/expo company. Information will follow closer to event
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FUNCTION: Exhibits at the PACRAO annual meeting are to be used for information exchange. The distribution of publications, samples, documentation of applications, souvenirs, and "hands-on" displays is encouraged.
INSTALLATION AND DISMANTLING OF EXHIBITS: It is understood that the EXHIBITOR will be responsible for installation of the exhibit before the opening of the exhibition and for dismantling the exhibit immediately after the close of the exhibition.
SHIPPING and STORAGE: Exhibitors are required to use the PACRAO drayage/expo firm for the annual meeting. Any shipping and storage arrangements will be made through the drayage firm and not through the hotel.
DRAYAGE COMPANY: The PACRAO sole drayage/cartage agent will send materials to exhibitors who have a signed contact with PACRAO approximately eight weeks before the conference.
LIABILITY: EXHIBITOR agrees to protect, save and keep the HOTEL and PACRAO forever harmless from any damage or charges imposed for violation of any law or ordinance, whether occasioned by the negligence of the EXHIBITOR or those holding under the EXHIBITOR, as well as to strictly comply with the applicable terms and conditions contained in the agreement between the HOTEL and PACRAO regarding the exhibition premises. It is further agreed that the EXHIBITOR shall at all times protect, indemnify, and save and keep harmless the HOTEL against and from any and all loss, cost damage, liability, or expense arising from or out of or by reasons of any accident or other occurrence to anyone, including the EXHIBITOR, its agents, employees, and business invitees, which arises from or out of or by reason of said EXHIBITOR's occupancy and use of the exhibition premises or a part thereof.
PROTECTION OF HOTEL PROPERTY: No combustible decorations such as crepe paper, tissue paper, cardboard, corrugated paper, etc. shall be used at any time. All combustible packing containers and packing materials are to be removed from the building. All cloth material used by an exhibitor must be in keeping with the codes of the Fire Department. All materials and fluids, which are flammable, are to be kept in safety containers. Open flames, butane gas, oxygen tanks, or dangerous chemicals are not permitted. Nothing shall be affixed in any manner to columns, walls, floors, chandeliers, or other parts of the building or furniture without expressed consent of the HOTEL. Anything in connection therewith, necessary or proper for the protection of the building, equipment, or furniture, will be at the expense of the EXHIBITOR.
ACCESS TO LIST OF REGISTRANTS: PACRAO will release conference attendee lists to all exhibitors automatically leading up to the show.
PACRAO invites exhibitors to partner with us, attend the annual conference and inform participants about the products and services they provide to serve higher education institutions, particularly those that focus on admission and registration activities. The PACRAO Executive Board reserves the right to deny participation to any exhibitor at its discretion.
