Pentecostal Assemblies of the World International Convention
Gaylord Opryland & Convention Center Nashville, TN
2017 Exhibitor Manual
Click here Vendor Application.pdf
Please contact Monica Allen for more information.
This application, properly executed by Applicant (exhibitor), shall upon written acceptance and notification of space assigned by the Pentecostal Assemblies of the World (PAW) Exhibit Management, constitute a valid and binding contract.
A 25% deposit is required to reserve a space for exhibit. Final payment MUST be received prior to set-up. All payments must be made by credit card, cash, cashiers check or money order. PERSONAL CHECKS ARE NOT ACCEPETED AT ANY TIME. There are no exceptions to this rule. NO REFUNDS ON PAYMENTS OR DEPOSITS
Move In – Move-Out
Move-in and move-out dates are limited to the dates specified in the contract. Vendors and duly appointed personnel only, are allowed in the exhibit hall when spaces are being set-up and dismantled. NO ONE UNDER THE AGE OF 18 WILL BE PERMITTED IN THE BOOTH OR IN THE EXHIBIT AREA ON MOVE-IN AND MOVE-OUT DATES WITHOUT PROIR WRITTEN APPROVAL OF EXHIBIT MANAGER.
Access to Exhibit Hall
For entrance to the exhibit hall, each table space will be provided 2 badges. These badges will be nontransferable and will permit designated exhibitor representatives to enter the exhibit hall area during the scheduled hours of operation. Each exhibiting company will be required to complete an APPLICATION form and a badge will be prepared for and worn by each representative in the exhibit hall. BADGES MUST BE WORN AT ALL TIMES. There is no exception to this rule. Exhibitors are permitted to the exhibit area thirty (30) minutes before and after the show.
The Exhibit Manager will endeavor to make booth assignments in keeping with exhibitor’s request set forth in the contract. However, the Exhibit Manager reserves the right to make the final determination of all space assignments. The Exhibit Manager shall have no liability for its failure or inability to comply with exhibitor’s request, and the exhibitor will have no right to cancel this contract because of the Exhibit Manager’s failure to comply with exhibitor’s request.
Shipment and Storage of Exhibit Materials:
Due to limited storage space, NO freight will be accepted by hotel in advance of the show. The hotel
cannot accept and store shipments of exhibit materials in advance of a show. Collect shipments and
shipments that require a forklift to unload will not be accepted. Shipments that require special handling
(refrigeration, etc) should be coordinated with the exhibit company directly prior to shipping. The Hotel
reserves the right at its own discretion to accept and deliver any boxes, packages and shipments to
attendees and clients of the Gaylord Convention Center. Applicable charges will apply.
Due to the Nashville' Fire Department regulations, crates, boxes and such cannot be stored on
the Hotels’ premises during a show. This includes public areas, service areas, hotel dock(s) and/or hotel parking lots. It will be necessary for you to make arrangements with your exhibitor service to receive and store exhibits for delivery to the Hotel on the move in date. These arrangements must also include the removal of empty crates, their storage during the show, and their subsequent return to the Hotel on the move out date. Any and all equipment found stored inside the Hotel will be moved and cost of labor will be charged to the exhibitor.
SHIPPING & RECEIVING / BUSINESS SERVICES
Envelopes and packages can be received at the Gaylord Opryland & Convention Center at the following address:
On the way....
Shipping & Receiving:
Booth Storage and Crates
The Gaylord does not provide storage for crates or freight of any kind. Exhibitors must make arrangements with the Exhibit Manager for storage of crates and other packing materials. Combustible materials such as brochures, literature, give-a-ways, etc., within exhibit booth areas are limited to a one day supply.
Carpet Protection and Carpet Installation:
Pads or blankets must be placed on the carpets at any location where crates are disassembled.
In addition, it must be placed under all truss while installing and striking rigging.
Only a low adhesive tape is permitted on the hotels’ carpet. Two-way carpet tape is not permitted.
The use of chalk lines is not permitted in the Marriott Hotel.
Tents, Awnings, Canopies
The use or display of tents, awnings, or canopies requires the prior written approval of both the Pentecostal Assemblies of the Word Exhibit Manager. Written request must be submitted to management at least one month prior to move-in and must include detailed plans showing size, height, location, anchoring details, and certification of fire redundancy for all materials.
Exhibitors should not leave valuables or personal items (laptops, cell phones, PDA’s purses, cameras, briefcases, etc.) on tabletops, behind booth drape, or in any unsecured areas of the exhibit. Please remove all such items from the building at the close of the show each day. During move-out please do not leave your booth unattended until all of your display materials have been crated.
The exposition is designed to provide a showcase for goods and services either specifically designed for or customarily used by the industry the exposition serves. Exhibitor may not, under any circumstances, display or promote any goods or services other than its own goods and services of the kind described in the contract. No food or beverage of any can be sold with out written approval from the Gaylord.
No exhibitor will assign, sublet, or apportions the whole or part of the space allotted to him, nor permit any other person or party to exhibit therein, any other goods, apparatus, etc., not manufactured or distributed buy the exhibitor in the regular course of his business except upon prior written consent of PAW Exhibit Management. Space reductions are considered cancellations and may be subject to cancellation fees.
Protection of Hotel and Convention Center Property
Nothing shall be posted on, tacked, nailed, screwed, or otherwise attached to columns, walls, floors or other parts of the exhibits hall or hotel without permission from the proper building authority. Packing, unpacking and assembly of exhibits shall be done only in designated areas and in conformity with directions of the PAW Exhibit Manager the convention center Exhibit Manager, and their representatives.
Distribution of Printed Matter, etc.
Exhibitors shall not distribute to the PAW delegates, printed matter, samples, souvenirs and the like, except from in their exhibitor spaces. Special distribution of printed items should be approved in writing by PAW Exhibit Manager one month before distribution of such items. Approved items will be mailed to the PAW registration department for inclusion with the registration packets. Authorized hotel personnel ONLY shall deliver all convention related brochures, magazines, flyers and similar printed materials to guest rooms in the hotel. All Convention Publications must be approved in advance by the association / event planner / company and by the hotel. .
Distribution of gummed promotional stickers or labels is strictly prohibited. Any actions necessary for the protection and / or repair of the premises, equipment or furnishings will be at the expense of the exhibitor or association / event planner / company.
Exhibitor Functions During Business Hours
The Exhibitor’s booth will be open and fully staffed during all official exposition hours. Exhibitors expressly agree that it will not, nor will its employees or representatives, conduct exhibitor functions in private rooms during official exposition hours.
Objectionable Booth Exhibits
Exhibits shall not be unduly obstructive, noisy or otherwise objectionable nor shall they violate municipal, state or federal laws, rules or regulations, including safety codes. Exhibits must be kept clean and presentable at all times.
PAW Exhibit Manager is the final authority whether any display is objectionable.
Property Loss or Damage
The Exhibit Manager shall not be responsible for any loss or damage to any property of exhibitor’s, or of its booth personnel, representatives, agents, servants, employees, contractors, patrons, guest or invitees. All exhibitor’s properties remains under their custody and control in transit to and from the exhibit hall and while it is in the confines of the exhibit hall. All merchandise should be insured.
The Exhibitor shall obtain and keep in force during the term of the installation and use of the exhibit premises, policies of comprehensive Commercial General Liability insurance and Contractual Liability Insurance and specifically referring to Contractual liability
Exhibitor must provide management with a certificate of insurance covering the show location for the period of the show and which names the management and exhibition facility management is co-insured. THE EXHIBIT MANAGER RESERVES THE RIGHT TO PROHIBIT EXHIBITOR FROM SETTING UP OR OPERATING ITS BOOTH WITHOUT HAVING PROVIDED A CERTIFICATE OF INSURANCE. IN ADDITION, NO REFUNDS WILL BE GIVEN BECAUSE OF FAILURE TO SHOW PROOF OF INSURANCE.
Disputes with Contractors Unions Other Exhibitors etc…
In the event of a dispute for disagreement between exhibitor and an official contractor, or between exhibitor and a labor union or labor union representative, or between two or more exhibitors, or concerning the interpretation of the rules and regulations, the actions or decisions concerning this dispute or disagreement by Exhibitor Manager intent to resolve the dispute or disagreement shall be final and binding on exhibitor.
Americans With Disabilities Act
Each exhibitor shall be responsible for compliance with the American Disabilities Act (ADA) within its booth and assigned space.
Playing or Performing of Music in Booth
Audio-Visual and other sound and attention-getting devices are permitted only in those locations and in such intensity as, in the opinion of the Pentecostal Assemblies of the World Exhibit Manager; do not interfere with the activities of the neighboring exhibitors. The exhibitor is responsible for any an all fees that may be due for the use of copyright music.
Exhibitor agrees to defend, indemnify and hold harmless Management (and the exhibition facility management) from and against all claims, demands, actions, loss cost, liabilities expenses and judgments recovered from or asserted against Management ( or the exhibition facility management) on account of injury or damage to persons or property to the extent that any such damage or injury may be an incident that, arise out of, or be caused, either proximately or remotely, wholly or in part, by an act of omission, negligence or misconduct on the part of exhibitor ( or any of its booth personnel, representatives, agents, servants, employees, contractors, patrons, guest, licensees or invitees or another person entering in or about the exhibitor’s booth space with the express or implied permission of exhibitor), or when any such injury or damage is the result, proximate or remote of the violation by exhibitor (or any of its booth personnel, representatives, agents servants, employees, contractors, patrons, guest, licensees or invitees) of any law, ordinance or governmental, order of any kind, or when any such injury or damage may in any other way arise from or out of the operation or use of exhibitor’s booth space. Such indemnification by the exhibitor shall be effective unless such damage or injury results from gross negligence or wishful misconduct of Management. exhibitor covenants and agrees that in case Management (or the exhibition facility management) shall be made a party to any litigation commenced by its agents servants, employees, contractors, patrons, guest, licensees or invitees, then exhibitor shall and will pay all cost and expenses including reasonable attorney’s fees and court cost, incurred by or imposed upon Management (or upon the exhibition facility management) by virtue of litigation.
By signing this agreement, I fully have read, understand and agree to the terms of this Exhibitor Manual as outlined.
Exhibitor Name ______________________________________
We do have sponsorship opportunities available. To speak with someone regarding sponsorships, email MonicaD.Allen@GreaterGrace.org and someone will follow up with you.
Please note you can copy form below and send to address listed below.