2022 Midwest School Safety Summit Expo
November 2, 2022

Expo Schedule for Set up/Tear down

Nov 1 – Tuesday – Time T.B.D.
Nov 2 – Wednesday – Ballroom Setup 6:00 a.m. to 7:30 a.m.
Nov 2 – Day of Show – Open 7:30 a.m. – 4:30 p.m. with teardown beginning at 4:30 p.m.

Expo Open Hours

Nov 2 – Day of Show – Open 7:30 a.m. – 4:30 p.m. (with teardown beginning at 4:30 p.m. if exhibiting in MSBA EXPO the next day)
Nov 3 – Day of Show – Open 7:30 a.m. – 4:00 p.m. with teardown beginning at 4:00 p.m. for all exhibitors

All exhibitors are invited to attend the President’s Welcome Reception from 4:00-6:00 in the
Barney Allis Lobby adjacent to the conference.

HOURS OF EXHIBIT OPPORTUNITY
Exhibit hours are 8:00 a.m.  to 5:00 p.m. on Wednesday, November 2nd and 8:00 a.m. to 4:00 p.m. on Thursday, November 3rd in the Imperial Ballroom of the KC Marriott Downtown in conjunction with General Sessions.  A finalized schedule will be provided closer to the date indicating the blocks of time exhibits will close due to ongoing sessions.  The tentative times for sessions are 8:00 a.m. to 9:30 a.m. and 12:15 p.m. to 1:45 p.m.

RULES AND REGULATIONS
Applicants for exhibit space are required to read, complete, and confirm reading the Exhibit Application Contract by indicating so in the checkbox below before submitting it to the Missouri School Boards’ Association (MSBA). Online registration shall represent acceptance of the Exhibit Application Agreement and rules and regulations. These rules and regulations constitute a bona fide part of the contract for space. MSBA reserves the right to render all interpretations and decisions, should questions arise, and to establish further regulations as may be deemed necessary to the general success and well-being of the conference. Exhibit management decisions and interpretations by MSBA shall be accepted as final in all cases. It is the responsibility of the exhibitor to be fully familiar with these exhibit regulations and to see that its exhibit personnel or other representatives or both, are familiar with the regulations.

TABLE DISPLAY SPECIFICATIONS
Display rental includes one 6-foot draped table, two side chairs, space identification sign, wastebasket and four exhibitor badges. The exhibit area will be in the Imperial Ballroom along with the General Sessions.

SPACE ASSIGNMENT
Applications must specify products or services scheduled for exhibition. Vendors’ products, programs, and services shall be consistent with the promotion of public education and/or school safety. All applications to exhibit are subject to MSBA Board of Directors’ approval. Exhibit spaces will be assigned on a first-come, first-served basis with priority given to MSBA Partners, Conference Sponsors and MSBA Associate Members. MSBA reserves the right to make final decisions regarding exhibit space assignments. No interference with the light or view of other exhibitors will be permitted. MSBA reserves the right to alter exhibit floor plans or to change space assignments in the event of an emergency and/or in the interest of any exhibitor. In such an event, the exhibitor will be notified by MSBA.

PAYMENT DEADLINE
Full payment for exhibit space must be made by September 30th. Any exhibitor failing to make payments when due expressly waives all rights to use of assigned space, and MSBA shall have full right to consider this agreement terminated and to lease that space to another exhibitor. Exhibiting companies who fail to occupy their exhibit space are not relieved of their obligation to pay the full space rental price.

CANCELLATIONS
A $100 service fee will be charged on all space cancellations. Refunds (less the $100 service fee) will be made only if MSBA is notified in writing by mail or email by October 1st. After that date no refunds will be given. This cancellation policy applies to all exhibiting firms.

EXCLUSIVE USE OF SPACE
No exhibitor may assign, sublet, or apportion its space in whole or part, nor exhibit any products or services other than those manufactured or handled in the normal course of its business, nor permit any agent of any non-exhibiting firm to solicit business in the contracted space. MSBA reserves the right to charge full space rental fees to each company in violation. The MSBA exhibit management reserves the right to render final judgment regarding any possible exceptions to this issue.

INSTALLATION, EXHIBITION AND TEARDOWN
You can set up your display on Tuesday, November 1st (time to be announced). You may also set up in the ballroom from 6:00 a.m. to 7:30 a.m. on November 2nd.  All exhibit displays must be ready for operation no later than 7:30 a.m. on Wednesday, November 2nd.  Exhibit hours are 7:30 a.m.  to 4:30 p.m. on Wednesday, November 2nd. A vendor who dismantles or removes a display before the established time without permission may be subject to a $100 penalty.

CONDUCT AND CHARACTER OF EXHIBIT
Vendors, products, programs, and services shall be consistent with the promotion of public education and/or school safety, and MSBA. MSBA reserves the right to decline or prohibit any exhibit that in its judgment, is out of keeping with the character of the exhibition, this reservation being all-inclusive as to persons, things, printed matter, products, and conduct. Exhibitors engaging in objectionable practices shall be evicted without refund. In keeping with MSBA’s determination to provide the best possible atmosphere, each exhibitor agrees as follows:

  • To keep and display only products of its own manufacture or supply, in compliance with all laws, rules and regulations.
  • To display products and services in a tasteful manner so as to describe and depict the advantage of using same.
  • Any noise-creating system shall be operated only at a level that will not interfere with other exhibits or add unduly to general acoustic inconveniences, and the operation must conform to MSBA management requirements.

DISTRIBUTION OF MERCHANDISE
Exhibitors may show, discuss, explain, and demonstrate items or services but may not make sales that result in exchange of merchandise or money in the Exhibit Hall. Interviews, demonstrations, distribution of literature, etc., are permitted only within exhibit space. Samples or souvenirs must relate to products or services displayed in the space and may not include knives, alcohol, or other objectionable materials. Distribution of gummed stickers or labels is strictly prohibited. MSBA will not permit non-exhibitors to canvas, solicit, confer, or distribute literature or other promotional devices during the exposition. Exhibitors engaging in objectionable practices shall be subject to eviction without refund.

FACILITY REGULATIONS
In the event that any exhibitor damages KC Marriott Downtown’s furniture, fixtures, building or equipment, including damage caused by installation, presence and/or removal of exhibits and exhibit materials, the exhibitor shall be responsible for reimbursing KC Marriott Downtown for the cost of such repair or replacement as may be necessary. Nothing shall be posted on, nailed, or otherwise attached to walls, floor or other parts of the building or furniture. Anything in connection therewith necessary or proper for the protection of the building, furnishings or equipment will be at the expense of the exhibitor.

HOTEL INFORMATION

Shipping and Receiving

1) Should Vendor/Contractor be expecting boxes for the event, they must be addressed to hotel standards (see sample label below). Due to limited storage space, the hotel will not accept shipments more than three (3) business days prior to the start date of the event.

2) Arrangements must be made for package pick-up/return shipping within three  business days after the event.

3) Appropriate handling and storage fees will be applied.

Rate Information:

Envelopes Complimentary

Crates – (1 ft. – 5) $80 per Crate

Crates – (6 ft. – 7 ft.) $125 per Crate

Crates – (7 ft. & up) $250 per Crate

Boxes $5 per Box (less than 3 lbs.)

Boxes $10 per Box (regardless of size/weight over 3 lbs.)

Booths, Trunks $35 per Booth/Trunk (regardless of size/weight)

Trunks $25 per Trunk (regardless of size/weight)

Hotel Truck Usage $150 Flat Rate per Load

Pallet $175 per Pallet

*Items for non-hotel Guests add $25

4) All outgoing packages must be properly packed, labeled with shipping address, return address and method of payment, i.e., UPS Account #.

5) The hotel is not responsible for any abandoned materials, and they will be discarded within three  business days.

Sample Address Label:

Kansas City Marriott Downtown Hotel
200 West 12th Street
Kansas City, MO 64105
Attn: (Vendor/Contractor Name)
Conference Name
Deliver at: (Date and Time of Delivery)
Hotel Contact: (Name)

HOLD HARMLESS
It is expressly understood and agreed by each exhibitor, its agents, and their guest(s) that MSBA and KC Marriott Downtown and officers, employees, or agents of each shall not be liable for loss or damage to the goods or properties of exhibitors. At all times such goods or properties remain in the sole possession and custody of each exhibitor. The exhibitor also agrees to be responsible for securing any and all necessary licenses or consents for any (a) performances, displays, or other uses of copyrighted works or patented inventions and (b) use of any name, likeness, signature, voice or other impression, or other intellectual property owned by any third party which is used directly or indirectly by the exhibitor. Each exhibitor agrees, by signing this agreement, to indemnify and hold harmless the Missouri School Boards’ Association and KC Marriott Downtown, including officers, directors, employees and agents of each, from and against any actions, liabilities, losses, costs, damages, claims and expenses (including reasonable attorneys’ fees) from loss or damages to property or bodily injury to all individuals, including customers, potential customers, the exhibitor, its agents, representatives or employees; or for copyright or trademark infringement arising out of the exhibitor’s occupancy or use of the exhibitor facilities, regardless of the negligence of MSBA or KC Marriott Downtown.

INSURANCE
Exhibitors represent that they and any agents or independent contractors they may employ are insured with comprehensive liability insurance, with coverage of at least $1 million per claim for all claims arising out of an act or occurrence that exhibitor or any agent of any independent contractor they employ may become legally obligated

Please make a copy of these rules and regulations for your records.

MSSS Accept Terms for Expo Vendors

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