Show Rules, Regulations & Policies

Exhibitor Appointed Contractors

An EAC (Exhibitor Appointed Contractor) must comply with all insurance requirements as stated in the Terms & Conditions, separate and apart from the Exhibitor's liability insurance requirements, as well as indemnify, defend and hold harmless Show Management and the Exhibition Facility as stated in the indemnification section of the Application and Contract for Exhibit Space.

Exhibitors may use an EAC (Exhibitor Appointed Contractor) as set forth in the Rules & Regulations section of the GES Exhibitor Service Kit. Exhibitors must complete and return the appropriate forms, including an EAC's Certificate of Liability Insurance, to Show Management by the stated deadline. Show Management retains the right, at its sole discretion, to prohibit or remove an EAC from the Exhibition Facility for non-compliance under the Terms & Conditions of the Application and Contract for Exhibit Space.

Certificate of Liability Insurance

IRA requires all Exhibitors and their EAC (Exhibitor Appointed Contractor), if applicable and at their own expense, to carry event insurance with the appropriate limits and indemnity for the duration of the IRA show, including move-in/move-out dates.

  1. The insurance policy must cover the dates of April 18 through April 23, 2013.
  2. The policy must name as "Additional Insured" International Reading Association (Show Management), 800 Barksdale Road, Newark, DE 19711; Henry B. Gonzalez Convention Center (Exhibition Facility), 200 East Market Street, San Antonio, TX 78205; and their respective members, officers, directors, agents, representatives, and employees.

IRA offers a low-cost insurance option through the Novick Group. Email your Certificate of Liability Insurance and additional insured endorsement to Clavel Jones at cjones@reading.org or fax to 302-861-3768.

Details of the liability insurance requirement are listed in Section 13 of the Terms & Conditions of the Application and Contract for Exhibit Space. Failure to provide a copy of your Certificate of Liability Insurance to IRA will result in cancellation of the contract, loss of exhibit booth space, and forfeiture of all payments.

Tax Requirements

Any Exhibitor who plans to sell or take orders during the show must pay the appropriate state sales/usage tax, currently 8.125% (but subject to change). Contact the Texas State Comptroller's Office at 800-252-5555 or visit http://www.window.state.tx.us/taxinfo/sales/ for questions regarding tax collection.

Cancellation/Downsizing Policy

Exhibitors who participated during the on-site placement at the 2012 Convention have until June 1, 2012 to cancel or downsize their space with no penalty. Cancellation/downsizing of booth space after June 1, 2012 and no later than November 30, 2012 will incur a 50% fee of the total space. Exhibitors who cancel/downsize after November 30, 2012 will not receive a refund for booth space.

Booth balances must be paid in full by November 30, 2012. Exhibitors with unpaid balances at the time of Move-In will have their freight secured by Show Management until the balance is paid in full.

Booth Design Guidelines & Regulations

All booth space must be arranged and constructed in accordance with the Booth Design Guidelines & RegulationsPDF, as well as what is contained in the Exhibitor Service Kit that will be provided to confirmed exhibitors approximately four months prior to the show dates.

Booth designs must be submitted to IRA for approval.

Communication

IRA will only communicate with the Exhibit Coordinator as designated on your completed contract. The Exhibitor Coordinator is responsible for ensuring that all appropriate parties within your organization are informed as needed.

Email Clavel Jones at cjones@reading.org with updates/changes to this contact person or updates/changes to your company's information.

Exhibitor Benefits

As an IRA 2013 Exhibitor, you will receive:

Quick Links:

IRA's Spring 2013 Resource Catalog
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