SFFMA Annual Conference Exhibit Space Contract Terms

1. AGREEMENT TO CONDITIONS & ADHERENCE TO SHOW RULES - The following provisions become binding upon acceptance of the State Firefighters’ and Fire Marshals’ Association of Texas Exhibiting Agreement between the applicant, its employees and agents, and SFFMA, and any additions and amendments thereto that may hereafter be established or put into effect by SFFMA. The State Firefighters’ and Fire Marshals’ Association of Texas (hereafter referred to as “SFFMA”) reserves the right to disqualify potential exhibitors which do not meet the specifications of the Exhibiting Agreement as stated herein. Failure by the exhibitor to comply with these rules and regulations as agreed by the parties or the breach of any representation, warranty, or guarantee by the exhibitor shall render the exhibitor liable for direct and consequential damages, expenses, allocations of overhead, etc. The Exhibiting Agreement and these Terms and Conditions represent the complete understanding of the parties and may be amended, modified, or otherwise altered only pursuant to the mutual written agreements of the parties.

2. CONTRACTS AND ELIGIBILITY - All exhibitors must complete Exhibit Space Contract for exhibit space. Must be executed by an individual who has authority to act for the organization (exhibitor) complete all information requested and submit payment. Products and services to be exhibited must be listed on the contract. SFFMA reserves the right to determine the eligibility of any organization, product, or part thereof. SFFMA reserves the absolute right to reject any such contract that in its opinion is not in keeping with the character and purpose of the SFFMA Annual Conference.

3. RESERVATION OF SPACE/BOOTH ASSIGNMENT - Exhibit space will be reserved on a first come, first paid basis upon confirmation of payment received. Upon receipt of signed contract and full payment, notification of booth assignment will be emailed to the Exhibitor. Space is assigned on a first-come, first-served basis. If space selected has previously been reserved, exhibit management retains the right to assign the next-best available space. The Exhibit Coordinator shall assign display space as indicated on the official floor plan, but reserves the right to reassign, decline or prohibit any exhibit that, in their judgment, is out of keeping with the character of the Conference. This reservation being all-inclusive as to person, things, printed matter, products, and conduct.

4. PAYMENT - Payment of all outstanding balances is due no later than April 30, 2025.

5. DISABLED ASSISTANCE – Persons with disabilities who plan to attend this conference and who may need auxiliary aids or services are requested to contact SFFMA at 512.454.3473 ext. 112, at least seven working days prior to the Conference so that the appropriate arrangements can be made.

6. FLOOR PLAN - The arrangement of exhibit space is shown on the floor plan. All dimensions and locations shown on the floor plan are believed, but not warranted, to be accurate. SFFMA reserves the right to make modifications to the floor plan as may be in the best interest of the Exhibits, to whatever extent SFFMA deems appropriate.

7. INSURANCE - Insurance of the exhibitor’s property, business interruption insurance, and the exhibitors’ protection and insurance against any other liability or loss must be provided by the exhibitor and be at the exhibitor’s sole expense.

8. SHIPMENT - Shipment/receipt, storage, and the installation/dismantling of displays shall be coordinated by the exhibitor and at their sole expense.

9. USE OF SPACE - Sub-leasing, co-participation or display of information by another corporation, firm, or its representatives in space assigned to the original Exhibitor is expressly prohibited without prior written consent from SFFMA. The exhibitor must, at own expense, maintain and keep in good order the space in which the exhibitor has contracted. Exhibit space is leased on the express understanding it is to be used solely for the display of the Exhibitor’s products and services that the Exhibitor offers for sale to the fire and emergency service industries. Exhibitors are not permitted to sublet any part of their space, or to display merchandise of other manufacturers or dealers where NO DIRECT BUSINESS conditions exist between them. No exhibitor material may extend beyond the boundaries of the exhibit space or exceed the height restrictions for that type of booth. All exhibits must conform to the SFFMA Terms and Conditions and must not be of such nature or arrangement to obstruct the view of or interfere with exhibits of others. Should there be any question, final judgment will be made by the SFFMA Exhibit Management. Acceptance of exhibit space makes it obligatory on the part of the exhibitor and any employee that they shall not deface or injure the exhibit ballroom of the Embassy Suites by Hilton Dallas-Frisco Hotel & Convention Center. Any damage done shall be made good by the exhibitor to SFFMA or the owners of the building as their interests may appear.

SFFMA shall have the unqualified right to prohibit or require the dismantling of any exhibit or part of an exhibit which, in their opinion, is not suitable to or in keeping with the character or purpose of the Exhibit. Exhibits shall be modified or dismantled at the request of SFFMA. SFFMA reserves the right to remove from the exhibit area any advertising, programs, materials, literature, or costumed person or mannequins which in the opinion of SFFMA are in bad taste.

Exhibitors shall reflect the highest standard of professionalism while maintaining the booth during exhibit hours. The SFFMA Executive Director, Executive Board or Exhibits Committee reserves the right to expel from the exhibit area any exhibitor misrepresenting their product, service or firm, in name or in action.

Exhibitors may sell products on the exhibit floor during regular exhibit hours, provided that the vending exhibitor holds SFFMA harmless from every claim of any kind that may arise from the sale of such products, including, without limitation, any consumer suit, complaint, or demand; any product liability suit; or any other claim, demand, or suit, whether in a court of law or equity or in an administrative forum.

Every retailer in Texas needs a sales tax permit. An exhibitor without a Texas location needs a use tax permit. There is no fee for a use tax permit. It is the responsibility of the exhibiting company to obtain the proper sales permits from the state of Texas. For more information, contact the Texas Comptroller’s office at 800.252.5555.

Exhibit management reserves the right, in its sole discretion, to prohibit or discontinue sales for any reason, at any time. Exhibitors displaying ambulances and firefighting equipment must complete and submit applications to the Texas Department of Transportation. Failure to do so will result in ineligibility to exhibit and forfeiture of space cost. Sound levels and lighting may not be distracting to neighboring exhibits.

Exhibitors must conform to rules and regulations concerning flammable and hazardous chemical products and materials as set by OSHA, the state of Texas and the City of Frisco. Biological products exhibited require a USDA license. Information contained in the exhibit and in literature distributed must conform to approved labeling.

10. EXHIBIT HALL ADMITTANCE/ BADGES - Exhibitor will furnish SFFMA with a list of their exhibit representatives. These representatives must register upon arrival at the exhibit committee booth. No one will be admitted in the Exhibit Hall without this badge during move-in and move-out. Exhibitors, with the proper name badge, will be allowed in the Exhibit Hall at 7:00 a.m. on Friday, June 20, 2025.

11. PROTECTION OF EXHIBIT FACILITY - Exhibitors are subject to all conditions, requirements and instructions set forth by SFFMA and the hotel/exhibit facility. Nothing shall be attached to columns, walls, floors, or other parts of the exhibit hall. Packing, unpacking and assembly of exhibits shall be done only in designated areas and in conformity with guidelines set forth by SFFMA and the facility.

12. INSTALLATION/DISMANTLING EXHIBITS - The specific requirements as to the time installation and dismantling of exhibits shall be supplied to each exhibitor at least 30 days in advance of the show. Such requirements shall be binding upon the exhibitor as though fully set forth herein. All displays must be in place and set up one (1) hour prior to the official opening of the show. No installation or dismantling of exhibits may take place during show hours.

13. DEFAULT OCCUPANCY - Any exhibitor failing to occupy space contracted for is not relieved of the obligation to pay for such space at the full rental price. SFFMA shall have the right to use such space as it sees fit, provided such booth space is not occupied by one hour prior to the official show opening. Space not occupied by that time may be reassigned or used for other purposes deemed appropriate by SFFMA.

14. OUTSIDE CONTRACTOR - Those exhibitors who have contractual arrangements with other contractors may, by making advance arrangements with SFFMA management, use their outside contractor to erect and dismantle their exhibits. Notice to use outside contractors must be submitted in writing to the official contractor at least 60 days in advance of the show and must include the appropriate certificate of insurance coverage for general liability, worker’s compensation and the names of all workers assigned by the outside contractor.

15. SAFETY REGULATIONS - The exhibitor shall comply with all fire, electrical and safety codes set forth by the hotel/exhibit facility and any municipal, state or federal laws, rules or regulations. All displays must be nonflammable and are subject to inspection by the local Fire Marshal.

16. PERSONNEL CONDUCT - Booth personnel are required to confine their activities within the contracted booth space. All personnel are expected to comply with all rules set forth by SFFMA and be of a caliber in keeping with the high standards of the SFFMA Annual Conference. SFFMA reserves the right to close any exhibit or part thereof that conducts solicitation in an objectionable manner or infringes upon the rights and privileges of other exhibitors.

17. DISTRIBUTION OF PRINTED MATTER - Neither the exhibitors nor non-exhibitors shall distribute to the conference attendees printed matter, samples, souvenirs, and the like—except from within rented space. Special distribution of such material elsewhere must be approved by SFFMA in advance of the event. SFFMA encourages exhibitors and sponsors to provide materials or giveaways to be included in the conference registration bags.

18. CANCELLATION OR RELOCATION - In the event of cancellation or relocation of this conference, due to circumstances within SFFMA’s direct control, the liability of SFFMA shall be limited to a refund of the rental fees paid. In the event SFFMA has no control over the cancellation or relocation of this conference, SFFMA will reimburse exhibitors pro-rata on any rental fees paid, less any and all legitimate expenses incurred by SFFMA for advertising, administration, and similar and related costs.

19. CANCELLATION BY EXHIBITOR - Cancellations of paid booth space must be in writing. Cancellations received on or before April 30, 2025, will incur a fee of 50% of the booth rental fee. Cancellations after April 30, 2025, will result in forfeiture of booth rental fee. Booth payment is due in full at time of reservation. No one will be allowed to exhibit unless exhibit fee is paid in full. All booth cancellations must be submitted to the SFFMA Events Coordinator in writing. Exhibitor will be liable for all charges incurred to SFFMA before the cancellation date. No refunds will be available after April 30, 2025.

20. VIOLATION OF CONDITIONS - Failure to follow the conditions outlined in sections 1 through 25 shall constitute a violation of the Conditions of the Exhibitor’s Contract.

21. COPYRIGHT POLICY - Exhibitor must obtain all necessary authorizations from third parties concerning copyrights, music licensing rights, patents, trademarks, trade names, slogans, logos, service marks, and other similar tangible property rights used by the exhibitor. Exhibitor’s operations at the exhibition may not infringe any copyright, patent trademark, trade name, service mark, or other similar right of any other party. Exhibitor shall indemnify and hold harmless SFFMA, and its officers, directors, employees and agents from any and all liabilities, claims, costs, damages, and reasonable fees of counsel of SFFMA’s choice incurred in connection with any claim against SFFMA promotional materials or performance of any music or other material that violates any copyright, patent, trademark, trade name, service mark, or other similar right of any other party. **No unauthorized use of the SFFMA logo or portions thereof will be permitted without the expressed written permission of the SFFMA’s Executive Director.

22. INSURANCE & LIABILITY - SFFMA undertakes no duty to exercise care, nor does it assume any responsibility for the protection and safety of the exhibitor, their officials, agents, or employees, or for the protection of the property of the exhibitor or their representatives, or for property used in connection with the exhibit, from theft, damage or destruction by fire, accident or other cause. Small and easily portable articles shall be properly secured or removed after exhibition hours and placed in safekeeping by the exhibitor. Any protection provided by SFFMA shall be deemed purely gratuitous on its part and shall in no way be construed to make SFFMA liable for any loss or inconvenience suffered by the exhibitor. Exhibitors wishing to insure their property must do so at their own expense.

All exhibitors should have at least one exhibitor in their booth at all times, especially when exhibits are being setup or dismantled, to protect themselves against loss. The performance of this agreement by either party is subject to acts of God, war, government regulations, disaster, civil disorder, curtailment of transportation facilities, or other emergency over which neither party has any control making it illegal or impossible to provide the facilities or to hold the function. Exhibitors agree to maintain such insurance that will fully protect SFFMA from any and all claims of any nature whatsoever, including claims under the Workman’s Compensation Act, and for personal injury, including death, which may arise in connection with the installation, operation or dismantling of the exhibitor’s display. Exhibitor agrees to indemnify and hold harmless SFFMA for any such claims, irrespective of insurance coverage. (Exhibitors are advised to add on to their existing insurance a portal-to-portal rider at a nominal cost protecting them against the loss/damage to their materials by fire, theft, accident, etc.)

23. HOLD HARMLESS - The exhibitor agrees to protect, defend, indemnify, and hold harmless SFFMA, the hotel and/or exhibit facility, the contractors, and any officers, staff, employees or agents against any claims, losses, damages, or liability arising out of the actions of the exhibitor, its employees, or agents.

24. REMEDIES - In the event the exhibitor violates any of the conditions of the Exhibitor’s Contract, SFFMA reserves the right to invoke either or both of the following remedies, which shall be in addition to, and not in lieu of, any other rights or remedies granted under this contract.

1) SFFMA may order the exhibitor to remove exhibit and personnel or have them removed. In these circumstances, no part of the exhibitor’s fees will be returned.
2) SFFMA may refuse thereafter to enter into any contractual agreement with exhibitor to lease booth space at future conferences sponsored by SFFMA.

25. CONDITIONS OF CONTRACT - It is expressly understood and agreed, and the Exhibitor agrees by accepting this contract, that he/she will make no claim of any kind against the State Firefighters’ and Fire Marshals’ Association of Texas, or any of its members or its employees for any loss, damage to or destruction of goods while at the Embassy Suites by Hilton Dallas-Frisco Hotel & Convention Center or for any damage of any nature or character whatsoever. It is further agreed that the SFFMA shall not be liable or responsible for, and shall be indemnified and held harmless by the Exhibitor from and against any and all claims and damages of every kind, for injury to or death of any person or persons and for damage to or loss of property, arising out of or attributed, directly or indirectly, to the operations or performance of the Exhibitor or Exhibitor’s agents and employees under this agreement. The Embassy Suites by Hilton Dallas-Frisco Hotel & Convention Center is not liable to the Exhibitors for any damage to or for the loss or destruction of any exhibit or the property of the Exhibitor by fire or other casualty covered by an extended coverage endorsement to a fire insurance policy, whether caused by negligence of the hall, its officers, agents, servants, employees or otherwise, all claims for any such loss or damage being expressly waived by the Exhibitor who agrees to indemnify and hold the Embassy Suites by Hilton Dallas-Frisco Hotel & Convention Center harmless for such claims.

Should any eventuality cause cancellation of the exhibition, SFFMA shall not be liable for any expenses incurred by the Exhibitor other than the rental cost of the exhibit space less decorating cost. Refund of said rent shall be the maximum limit of SFFMA’s liability to the Exhibitor.

The State Firefighters’ and Fire Marshals’ Association of Texas reserves the right to alter locations of exhibitors or of booths shown on the floor plan if deemed to be in the best interest of the Exhibit. This contract is subject to all rules and regulations of the Association and all the conditions under which space at the Embassy Suites by Hilton Dallas-Frisco Hotel & Convention Center is made available to SFFMA. The Exhibitor agrees to abide by all applicable fire, utility and building codes. Exhibitors are responsible for knowing and abiding by the SFFMA Terms and Conditions, as outlined in the Exhibitor Prospectus. The Association reserves the right to make such reasonable changes, amendments, and additions to these Exhibit Rules and Regulations as may be considered necessary. This instrument contains the entire agreement between the parties relating to the rights herein granted and the obligations herein assumed, except as otherwise provided in this instrument. The agreement shall be governed by the laws of the State of Texas.

26. REGISTERING – Receipt of your payment, confirms Sponsors (and/or) Exhibitors will abide by Rules & Regulations.