For additional information about exhibiting at the 2019 California Science Education Conference, a receipt, accounts payable, or other accounting questions, please contact:
California Science Teachers Association
950 Glenn Drive, Suite 150, Folsom, CA 95630
916-979-7004 | firstname.lastname@example.org
For questions regarding hotel reservations or reserving a block of rooms for your exhibit staff, please contact:
To obtain specific information about fire code requirements relevant to the Pasadena Convention Center, please contact the Beth Bettencourt.
The following Terms and Conditions are hereby incoporated into the Exhibit Booth Applications and Contract.
Exhibits will be held at the San Jose Convention Center (SJCC), in Hall 1, 150 West San Carlos Street, San Jose, CA 95113. All exhibits brought into the SJCC must be brought in via the Loading Dock.
An official exhibitor identification badge must be worn by each exhibitor. Each company or organization exhibiting in the exhibit hall (Booths 102 – 627), with the exception of non-profit table exhibitors, will receive two complimentary full conference registrations to be used for exhibitor representatives. Exhibitors may obtain additional limited access (exhibit area only) passes at no charge. Non-profit companies exhibiting in the tabletop area of the exhibit hall (Tables 11 - 41) will receive staff passes which are limited to the exhibit hall. If any company/organization staff who do not receive one of the full conference badges wish to have full conference privileges, they must register as conference attendees.
CSTA reserves the right to assign space, to rearrange the floor plan and/or to relocate any exhibit to further the best interest of the Show. CSTA will assign space guided by exhibitors’ priorities, by the exhibit’s requirements, and by the choice of locations. If Show Management should relocate an Exhibitor, any lower space rate difference shall be refunded but any higher rate differences shall not be imposed. Within seven (7) days of official notice of space reassignment and/or relocation by CSTA, it is the duty of the Exhibitor to notify CSTA in writing if the reassigned/relocated space is not acceptable for any reason.
Sale of materials or services is permitted in the exhibit hall only during exhibit hours in designated booth spaces (Booths 102 - 637). Obtaining the appropriate licenses/permits as required by law, collecting and remitting sales taxes, and any other legal requirements are the sole responsibility of the exhibitor. No sales or order-taking may take place at the non-profit tables.
CSTA Management will provide security during the hours the exhibit area is closed. However, exhibitors are solely responsible for their own exhibit materials and should insure their exhibit against loss or damage from theft, accident, vandalism, fire, or other causes. All property of an exhibitor is understood to remain in the exhibitor’s care, custody, and control in transit to, from, or within the confines of the exhibit hall.
For those companies purchasing standard 10’ X 10’ exhibit spaces (Booths 102 – 637), standard decoration includes 8’ backdrop drapes, 3’ side rail drapes, a draped 6’ table and 2 plastic contour chairs, and a one-line company identification sign. For those companies purchasing a non-profit table (Tables 11 - 41), standard booth decoration includes a draped 6’ table and 2 plastic contour chairs and 1 wastebasket. All services required by exhibitors must be obtained through the official service contractor, GES. Complete shipping instructions and information regarding furniture and carpet rental, electrical work, labor for erecting and dismantling exhibits, drayage, etc. will be mailed to exhibitors by GES at least six weeks before the conference. A service desk will be maintained in the exhibit area.
Exhibitors may install exhibits beginning at 1:00 pm, Thursday, October 17, 2019. Exhibits must be in place by 9:15 am, Friday, October 18. All exhibits must remain completely intact until 3:00 pm, Saturday, October 19. Exhibitors who dismantle any part of their display prior to the official closing time will be subject to a $200 penalty. Exhibits must be removed by 6:00 pm, October 19. CSTA and GES will not be responsible for materials not removed by this time.
Exhibits must not project beyond the space allocated or obstruct the view of other exhibits. Booth back walls are 8’ high; side dividers are 3’ high. No special signs, booth construction, device, or lighting fixtures are permitted in excess of 8’ in background height. In straight-line booths, all construction or parts of the display exceeding 4’ in height must be placed at least 5’ in from the aisle. Any other parts of the exhibit occupying the back half of the booth will not be permitted to exceed 8’ height of the back wall. Plans for island and/or peninsula displays must be submitted to CSTA Management for approval in advance of the conference. Display material exposing an unfinished surface to neighboring booths is not permitted and must be finished at the exhibitor’s expense. Management reserves the right to determine if unfinished sides or end panels fit this requirement. Booths and other structures, constructed within an area equipped with an automatic sprinkler system, shall not be constructed with any roof, ceiling, or other enclosure that would prevent the sprinkler system from protecting the booth area. For approved canopy structures, contact Beth Bettencourt at (916) 979-7004. Table-top displays in the non-profit area may not project beyond the edge of the table and may not exceed 3’ in height. Displays may not be placed in front of, next to, or behind the tables.
No exhibitor may assign, sublet, or share the space allotted without the knowledge and consent of CSTA. All exhibits, interviews, demonstrations, and distribution of materials shall be confined exclusively to the limits of the assigned booth and must be relevant to the exhibitor’s products. All noise-making machines shall be operated only at a noise level which will not interfere with other exhibitors. Each exhibitor is responsible for keeping the aisle or aisles near his/her booth free of congestion which may result from the demonstration or promotion of exhibitor’s product(s). Exhibitors shall not sell or give away or authorize the sale or giving away of food or beverages that are not provided by the authorized vendor, flowers, stickers, or tobacco on, from, or adjacent to the facility, nor provide special services to the public. Easels, signs, etc. cannot be placed beyond the booth area.
CSTA Management reserves the right to prohibit, restrict, and/or evict exhibits which, because of the method of operations, excess noise, materials, or for any reason, become objectionable. Management may also evict or prohibit any exhibit which in its opinion detracts from the general character of the exhibits as a whole. In the event of such restriction or eviction, CSTA and CSTA Management are not liable for any refunds of rental or other exhibit expense.
Exhibitors intending to display live animals and/or have tanks which contain water must present a certificate of liability insurance stating that the company is liable for and indemnifies CSTA against all injury and damages that may occur as a result of such display. Exhibitors are responsible for damage to the San Jose Convention Center (SJCC) and the property of the decorator and other vendors should leakage from water tanks or casing occur. Parties named as additional insureds on the company policy should include CSTA, its officers, agents, and employees, and the San Jose Convention Center, the City of San Jose, its officers, agents, employees, and volunteers. Call (916) 979-7004 before September 20, 2019, for specific details and procedures. Failure to do so may result in cancellation of exhibit space at the conference. Per SJCC policies, non-service animals are not permitted in the facility except as part of an exhibit, activity, or performance requiring their use. Prior approval is required by the Event Manager.
Exhibitors or their agents shall not injure or deface the walls or floors of the buildings, the booths, or the equipment of the booths. Nothing shall be posted, tacked, or otherwise attached to columns, walls, floors, or other parts of the building or furniture. Exhibitors may not distribute self-adhesive stickers to attendees or other exhibitors. Charges for the removal of any stickers will be passed on to the company distributing the stickers. Fire codes prevent any item or devise from being hung from or affixed to any sprinkler head or piping. Unless expressly permitted by the City of San Jose Fire Department, no open flames are allowed. Any special effects, decorative displays, operating equipment, or any exhibits of questionable fire safety must first be approved by the City of San Jose Fire Department before being installed. Electrical equipment must be UL approved. Electrical wiring must conform to the Uniform Building Code and the National Electrical Code. All extension cords must have grounded plugs. Equipment considered unfit for use, including extension cords, will be prohibited.
All decorations, such as, but not limited to, drapes, signs, banners, acoustical materials, moss, bamboo, plastic cloth and similar decorative materials must be flame retardant and shall be of nonflammable material or shall be treated and maintained in a flame retardant condition by means of an approved flame retardant solution applied by a contractor licensed by the California State Fire Marshals Office. Hay, straw, oilcloth, tarpaper, sisal paper, split bamboo, plastic displays, canvas, cardboard, plastic cloth, nylon, orlon and certain other plastic materials cannot be made flame retardant, therefore their use is prohibited. Any decorative material that is not inherently or manufactured flame retardant (labeled) shall be subject to testing. Wood materials less than ¼” nominal thickness shall be treated with a flame-retardant coating in accordance with nationally recognized standards. A Certificate of Flame Resistance accompanied with an attached fabric sample shall be available for review by the Fire Marshal at time of floor plan submittal. Materials in violation shall immediately be removed from the building. Tablecloths must be flame treated unless they lie flat, with an overhang of no greater than six inches.
Helium, balloons, confetti and glitter are strictly prohibited. Balloons may be used for display purposes with prior approval. Any loose balloons will be subject to a per balloon retrieval fee. Adhesive backed decals may not be distributed or used within the facility.
Literature on display shall be limited to a one day supply. Reserve supplies shall be kept in closed containers and stored in a neat and orderly manner. Exhibitors will not be permitted to store empty packing boxes or cases in booths during the exhibit period. Exhibitors must contact GES for storage instructions. Boxes and trash must not be placed in the aisles during show hours.
Smoking is prohibited within the SJCC, including offices, private offices, hallways, waiting rooms, restrooms, lunch rooms, elevators, escalators, meeting rooms, and all community areas. The policy applies to all employees, clients, contractors, and visitors of the SJCC.
CSTA will assume absolutely no responsibility for exhibitor use of hazardous materials wherever they are located. Exhibitors agree to indemnify CSTA for any and all claims, loss, damage, or injury associated with hazardous substances. No items may be thrown, propelled (self or mechanically), or projected from an exhibit booth at any time. Loading docks are for loading and unloading only. All vehicles left in loading areas will be towed away at the owner’s expense. No items whatsoever are to be placed in the aisles. Exhibitors agree to abide by all rules and regulations pursuant to hazardous substances promulgated by the city of San Jose. Exhibitors agree to assume all financial responsibility for costs incurred as a result of misuse of these materials. Exhibitors are charged with knowledge of all local laws, ordinances, and regulations pertaining to health, fire prevention, and public safety while participating in this show. Compliance with such laws is mandatory for all exhibitors and is the sole responsibility of the exhibitor. Note: City fire inspectors may visit the exhibit area at any time and have the right to reject items that they deem unsafe.
Hazardous materials, flammable/combustible liquids, and compressed flammable gases are prohibited inside the building. Hazardous materials are any substances or materials that have been determined by a federal, state, or local government authority to be capable of posing risk or injury to health, safety, or property. Hazardous materials include, but are not limited to, pesticides, acids, alkalis, poisons, corrosives, toxins, pool chemicals, and aerosols. Only empty containers shall be used for display. When hazardous materials are to be brought to the San Jose Convention Center, the exhibitor must provide CSTA notice in writing five (5) months in advance of the event. Storage or disposal of any hazardous materials in the facilities is prohibited. Exhibitors are responsible for compliance with all federal, state, and local laws, ordinances, and regulations concerning environmental laws and hazardous materials. For a current listing of regulated hazardous materials, containment standards, responsibility, permit applications, enforcement, etc. contact Beth Bettencourt at (916) 979-7004.
Unless expressly permitted by the City of San Jose Fire Department and CSTA, the use of the following materials is prohibited in the SJCC: electrical and gas cooking equipment, open flame devices, vehicles, welding, cutting or brazing equipment, ammunition, radioactive devices, flammable liquids pressure vessels, exhibits involving hazardous processing and materials, fireworks or pyrotechnics, blasting agents, explosives, compressed flammable gases (including liquid petroleum gas), flammable gases, flammable cryogenic gases, aerosol cans with flammable propellants, toxic materials including any substances regulated under California’s Proposition 65, portable heating equipment, flammable liquids, flaming swords, fire batons, helium balloons, etc., and materials and operations that increase risk to fire and life safety. Outside food or beverage is not permitted at any time.
Acceptance of exhibits from commercial and non-profit organizations does not necessarily indicate CSTA’s endorsement of products or services.
Exhibitor agrees to abide by all rules and regulations promulgated by the City of San Jose. Neither CSTA, nor the SJCC, nor the official contractors, nor their respective members, officers, directors, agents, or employees are liable for any damages or losses that may occur to the exhibitor or to the exhibitor’s employees or property from any cause whatsoever. Insurance and liability are the full and sole responsibility of the exhibitor. The exhibitor, on signing the exhibit contract, agrees to obtain adequate liability insurance and agrees to protect, indemnify, defend, save, and hold forever harmless CSTA and SJCC from any and all liability, claims, losses, damages, governmental charges or fines, attorney’s fees, and expenses for personal injury, accident, or property damage from fire, theft, destructive causes, or loss arising out of, in, at, or in connection with the exhibitor’s display.
The official show decorator is GES. GES will provide you with shipping instructions and order forms for booth furniture, carpet, electrical, and other services after your booth is confirmed and at least 6 weeks before the start of the show. All exhibitors are expected to comply with any union requirements in effect and as outlined in the “SHOW SITE WORK RULES” section of the Exhibitor Kit. Please note GES policies:
Gratuities: GES work rules prohibit the SOLICITATION OR ACCEPTANCE of tips in cash, product or gifts in kind by any employee (union or non-union). GES employees are paid appropriate wages denoting professional status, therefore tipping of any kind is not allowed.
Always Honest Hotline: GES requires the highest standards of integrity from all employees. Please call our confidential Always Honest hotline at (866) 225-8230 to report fraudulent or unethical behavior.
Union Information: To assist you in planning your participation in your Pasadena area show, we are certain you will appreciate knowing in advance that union labor will be required for certain aspects of your exhibit handling.
Exhibit Labor: All work involved in the erection, touch-up painting, dismantling, and repair of all exhibits may fall under union jurisdiction. This work is to include wall coverings, floor coverings, pipe and drape, painting, hanging of signs, placement of all signs, and the erection of platforms used for exhibit purposes.
This does not apply to the unpacking and placement of your merchandise. Full-time employees of exhibiting companies may set up their own exhibits provided one person can accomplish the task in less than one-half (½) hour without the use of tools. If your exhibit preparation, installation, or dismantling requires more than one-half (½) hour, you must use union personnel supplied by the Official Services Contractor. However, please note that when union labor is required, exhibitors may provide one fulltime company employee to supervise work with the union crew. Any full-time company personnel involved should be prepared to produce some type of company identification when engaged in these activities.
Freight Handling: All work involved in the loading and unloading of all trucks, trailers and common and contract carriers, as well as the handling of empty crates and the operation of material handling equipment is under union jurisdiction. The union also has the jurisdiction of the unloading, uncrating, unskidding, leveling, painting and assembly of machinery and equipment, as well as the reverse process.
Full-time employees of exhibiting companies may ‘hand carry’ material provided they do not use material handling equipment. When exhibitors do choose to ‘hand carry’ material, they may not be permitted access to the loading dock/freight door areas. Global Experience Specialists, Inc. will not be responsible for any material they do not handle.
Union (IATSE) Responsibilities: Responsible for assembly, installation and dismantle of anything that uses electricity as a source of power. This includes electrical wiring, hook-ups, interconnections, etc. Handle all material in and out of the hall. Exhibitors are permitted to hand-carry small packages into the hall. Handle the hanging of all signs, drape and cloth installation and tacked fabric panels. Handle the uncrating of exhibits and display materials, installation and dismantle of exhibits including cabinet’s fixtures, shelving units, furniture, etc., laying of floor tile and carpet and re-crating of exhibits and machinery. They also handle the installation and dismantling of scaffolding, bleachers and the ganging of chairs.
All exhibitors are expected to comply with any union requirements in effect and as outlined in the “SHOW SITE WORK RULES” section of the Exhibitor Kit.
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