URSA Exhibitor Conference Rules

Policies and Guidelines for Exhibitor Participation


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Invitations and Applications
  1. Exhibitor participation is by invitation only.  Once an exhibitor receives an invitation, they may apply to participate in the conference
  2. Prior invitations or participation is not a guarantee of future invitations or right to participate
  3. URSA reserves the right to withdraw an invitation or to reject an exhibitor's application for participation
  4. Only registered exhibitors who have an authorized table\booth\display area for the specific event are allowed
  5. Authorized exhibitors will be responsible fto send a brief company bio and high resolution company logo in the .jpg or .png format by April 16th
Table\Booth\Display
  1. Area assignments are based on the following levels:
    1. Platinum level spaces may be reserved and held until June 1st
    2. Gold level spaces may be reserved after June 1st
    3. Silver level spaces are on first come, first served basis
  2. Display areas requested must be of a sufficient size to accommodate exhibitor's displays 
  3. Applications for one or more table/display areas are accepted on a provisional basis until payment is received
  4. If payment is not received by the due date, the table/booth/display area assigned to the exhibitor will be canceled and reassigned to an exhibitor on the waiting list
  5. Display must be set up and torn down during scheduled times
Exhibitor Representative
  1. Each Area display/table/booth comes with two (2) exhibitor registrations
  2. An additional two (2) registrations will be allowed at the Gold level, total of four (4)
  3. An additional four (4)  registrations will be allowed at the Platinum level, total of six (6)
  4. Any additional exhibitor representatives will be charged a $10.00 participation fee, this fee must be paid at time of application. Additional representative fees are non refundable but are transferable to others within the same organization upon authorization of the organization's designated Point of Contact
Exhibitorship
  1. Exhibitors are welcome to promote URSA activities throughout the conference.  Arrangements for promotion must be made through the URSA Exhibitor Liaison
  2. Exhibitors will be acknowledged on the URSA conference web site as well as the conference scheduling web site
  3. Exhibitors may bring up to two (2) signs (3' x 5') or two (2) pull down banners displaying their sponsorship of an event.
  4. If an exhibitor is promoting a food event, advertising literature/giveaways may be placed on the tables or on the participants chairs
Payment
  1. Payment in full by May 1st of all applicable fees must be received prior to final application approval
  2. Payment by credit card is the preferred method of payment; however, payment can be made by check.  Checks should be made payable to URSA.  Checks will be processed immediately and as soon as the check clears the exhibitor will receive final approval
Send checks to:
URSA
685 East 200 South
Price, UT  84501
 
Return Checks incur a $50.00 return check fee.  The replacement check must be a cashier's check or certified check for the entire amount due, including the return check fee.  If replacement funds are not received within seven (7) days, the application will be canceled and the exhibitor will not be allowed to participate in any URSA events for a minimum of one year.  The conference committee will be notified of the bad checks or nonpayment and they can decide on any further action.
  1. Payments by credit card (VISA, MasterCard, American Express) will be processed through Pay Pal invoice and will ensure immediate selection of exhibitorship and/or exhibit requests for choice of display areas
  2. If any payment is not received by the due date, the booth/table/display assigned to the exhibitor will be canceled and reassigned to a waiting list
  3. Any exhibitor who owes the URSA money past the date of any event will be removed from the invitation list.  This removal may be appealed to the URSA exhibitor liaison only after restitution is made
Cancellation Policy
  1. Exhibitors needing to cancel may do so at any time prior to June 1st and will receive 50% of their registration returned
  2. Exhibitors needing to cancel after June 1st may do so but will forfeit all registration costs
Code of Conduct
  1. Each exhibitor representative at any URSA event will behave in a professional, business-like manner
  2. Rudeness or insulting behavior will not be tolerated.  Infractions are to be immediately reported to the Exhibitor Liaison or a member of the conference leadership committee
  3. No one may order anything in the name of URSA for payment by URSA unless authorized in writing to do by the exhibitor liaison.  Unauthorized ordering will result in permanent removal from the invitation list.
  4. An exhibitor representative entering an event in which they were not invited or entitled to attend will be cause for removal of exhibitor from the invitation list
  5. By responding to an invitation and making application to participate, the exhibitor's designated point of contact acknowledges that he/she has read these policies and guidelines and agrees that all representatives of the exhibitor will abide by them