SEAOA

1.   SHOW MANAGEMENT: Management of the Tradeshow is conducted by the SEAoA Tradeshow Committee and decisions made in the enforcement and interpretation of the following rules and regulations by the SEAoA Tradeshow Committee is final.

2.   ELIGIBLE EXHIBITS: The SEAoA Tradeshow Committee reserves the right to determine the eligibility of any company or product for inclusion in the convention and reserves the right to reject, eject, or prohibit any exhibit in whole or in part, or any exhibitor, or their representatives, with or without cause.

3.   ITEMS TO BE SUBMITTED: Silver, Gold, Platinum Exhibitors and Break Sponsors are to submit an electronic copy (300 dpi) of its logo for use in show materials and signage and agrees to allow this image and their company name and information provided in the Contract to be reproduced at the discretion of the show management. Submission can be sent to info@seaoa.org

4.   EXHIBIT TIMES: The exhibit room will be available for set-up on Thursday, June 4th starting at 7 AM. Exhibitors must be checked in and set up by 8 AM. Registration for attendees will begin at 8:00am. Exhibit hours will be approximately 8 AM to 7:30 PM on Thursday, June 4th, and from 7 AM to 3:30 PM on Friday, June 5th.

5.   DISMANTLING: Teardown must immediately follow the close of exhibits at 3:30pm on Friday.  All equipment is to be removed by 5:00 PM on Friday June 5th, 2026.  All storage and handling charges for failure to remove material shall be the responsibility of the exhibitor. alter locations of exhibits as shown on the official floor plan.

6.   LIABILITY:The exhibitor agrees to make no claim for any reason whatsoever against the Tradeshow Committee, the Structural Engineers Association of Arizona (SEAoA), its management company and staff, or other contractors for loss, theft, damage or destruction of goods, or for any injury to himself or employees; or for any damage of any nature or character including damage to his business by reason of the failure to provide space for the exhibit, or the removal of the exhibit; or for failure to hold the convention as scheduled; or for any action of any nature of the Structural Engineers Association of Arizona, or its members, committees, management company or employees.    

7.   DAMAGE TO PROPERTY: Exhibitors are liable for any damage caused to building premises, floors, walls, columns, or to the property of others.  Exhibitors will not apply paint, lacquer, adhesive or any other coating to building columns, walls, floors, or to standard area equipment.

8.   UNOCCUPIED SPACE: The Tradeshow Committee reserves the right, should any rented exhibitor’s space remain unoccupied by 1:00 PM on June 5, 2025, or failure to make payment in full by June 1st, 2025 to rent said space to any other exhibitor, or use said space for such purposes as it may see fit without any liability on its part. This clause shall not be construed as affecting the obligation of the exhibitor to pay the full amount specified in their rental invoice should the Tradeshow Committee not resell the space at the full retail amount.

9.   FIRE, SAFETY AND HEALTH: The exhibitor agrees to accept full responsibility for compliance with local, city and state Fire-Safety and Health Ordinances regarding the installation and operation of equipment.  All exhibit materials and equipment must further be reasonably located within the area and protected by safety guards and devices where necessary to prevent personal accident to spectators.  Only fireproof materials shall be used in displays and the necessary fire precautions will be the responsibility of the exhibitors.

10. INDEMNIFICATION: Exhibitor agrees to indemnify Structural Engineers Association of Arizona, its officers and directors, management company and staff, and any service contractors against and to hold harmless for any claims arising out of acts of negligence of Exhibitors, their agents or employees, or of the trade show facility and its employees.

11. HOLD HARMLESS: “The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Resort premises and will indemnify, defend, and hold harmless the Resort, its owner, and its management company, s well as their respective agents, servants, and employees from any and all such losses, damages, and claims.

12. ASSIGNMENT OF BOOTHS: The SEAoA Tradeshow Committee does not sell specific booth locations and will assign exhibitor spaces when registration closes on or about June 1, 2026. Final location of all exhibitors will be based on but not limited to the following factors; date of registration, level of sponsorship, preference of location indicated and size of space requested. Exhibitors will receive their booth locations when they check in on June 4, 2026. SEAoA will not OVERSELL booth locations. 

13. RELOCATION OF EXHIBITS: Exhibitor understands and agrees that the final layout will depend on several variables including the actual number of exhibit spaces sold. The SEAoA Tradeshow Committee reserves the right to altar locations of exhibits as shown on the official floor plan.

14. SHIPPING OF GOODS: Shipping of goods to and from the conference venue is the sole responsibility of the Exhibitor, and neither the SEAoA or the venue accept any risk or liability for damaged or lost goods. Packages may not arrive at the venue before May 31st, 2026. Charges for packages are by the venue and billed to the SEAoA Master Account, the SEAoA will at its discretion pass these expenses on to exhibitors that choose to use this service. Incoming packages need to be labeled with provided label from venue. Vendors requiring back-of-the-house to access loading dock must wear visitor badges (badge forms must be returned to venue by May 25, 2026).

Materials sent to the venue shall have the following addressing requirements:

Talking Stick Resort

Attn: SEAoA Convention & Conference/ Vendor Name/Company

9800 East Talking Stick Way

Scottsdale, AZ 85256

15. CHANGE IN SCHEDULE: Exhibitor understands and agrees that the final schedule and exhibit hours are subject to change to accommodate the final convention schedule. The SEAoA will send out amendments by email to registered exhibitors and update this document if changes must occur.