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Exhibitor FAQ


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Matched Networking information can be found on the left-hand menu on the homepage.  Information is always being updated, so please check it regularly.

http://s3.goeshow.com/same/business/2015/networkingprogram.cfm

 


The exhibitor list is available on the website: https://s3.goeshow.com/same/business/2015/exhibit_floorplan.cfm

 


The official dates of the conference are November 4-6, 2015.  However, exhibitors may set-up on November 3, so information to exhibitors will list the dates as 3-6.

In an earlier version of the confirmation letter, you may have seen the dates as November 3-5, 2015.  The exhibit hall officially closes on November 5.  However, since exhibitors cannot breakdown until the reception is over that evening (6:30 pm) and there will be no service desk open at that time, the hall will be open the next day, November 6, so that exhibitors may tear-down.

Exhibitors MAY NOT tear-down before 6:30 on Thursday and will incur a penalty by doing so.  The Expo Group can tear-down your booth for a fee if you have a flight conflict.


 

USACE, NAVFAC and the AIR FORCE are all approved to attend the SAME 2015 Small Business Conference. In addition, representatives from the Small Business Administration (SBA), Secretary of State, Veterans Administration (VA), USPHS, General Services Administration (GSA), Department of Commerce (DOC) and the Department of Energy (DOE) are also confirmed to attend. Leaders from each agency will share their knowledge of upcoming business opportunities and provide tips on competing for contracts with their agencies.


Please visit the Travel & Lodging page of the website for housing information. 


If you were not part of the booth lottery for this year, you can still get a booth by clicking on exhibits in the menu, then exhibit sales.  Registration for exhibits will open to the public in August.  Once booths are sold out, we will start a waiting list.

 To get on the waiting list, you must send an e-mail to koff@same.org with your company name, booth contact information, and small business designation if applicable.


There is a key at the bottom of the layout to explain the colors.  Green is govt.  Lavender/light blue is Tier 1, white is Tier 2.  When a booth has been reserved through registration, it turns yellow.  Once it is paid in full, it turns red.

Tier 1 booths have been determined to be advantageous locations by show management and therefore cost more.  


1) One 6 ft. blue skirted table.

2) Two side chairs

3) Wastebasket

4) ID Sign (Company name and booth number)

5) Black Carpet

6) Two complimentary exhibitor registrations (these people must still register through the booth staff registration link in the Exhibitor Service Center -  there is an option to use your complimentary registrations in this form)

7) Company profile accessible in the on-line layout and search.

 

Any additional furniture & services must be purchased through the Exhibitor Service Manual.  Additional registrations may be purchased through booth staff registration.


Your company must be a sustaining member of SAME in order to receive the member rate for an exhibit booth. Member booth fees do not apply to individual membership.

Your company can become a sustaining member by signing up here: http://www.same.org/index.php/membership/join-same/sustaining-membership-private-sector

If your company does have a sustaining membership, but you're still receiving non-member pricing please contact Exhibit@same.org.


Those handling the logistics of the company booth can go to the Exhibitor Service Center and then click on Exhibitor Service Manual.  The Expo Group is the official general services contractor for this show.


If you did not pay for your booth during the registration process, you may pay by credit card through the Exhibit Service Center.  You will see the options for payment, invoice, etc... in the left-hand menu.

To pay by check, please follow the instructions on your invoice.  The address is:

SAME (2015 SBC)

607 Prince Street

Alexandria, VA 22314

Please include a copy of your invoice.


 

  • Payment by credit card can be submitted during the registration process; payment by check must be received by September 1, 2015, or within 30 days if registering after September 1, 2015.
  • Refund of payments received, less a $75 administrative fee, will be granted if written notice is received by SAME no later than September 1, 2015. Commencing September 2, 2015, no refund will be granted.
  • Sponsorships must be paid in full by September 1, 2015 or within 30 days of contract completion and cannot be canceled or refunded at any time upon contract completion.  Benefits will not begin until payment in full is received.


Booth Staff Registration will open in August.  Exhibitor Sales Contacts will receive an e-mail with instructions for registering booth staff.  

IF YOUR COMPANY HAS A BOOTH, YOUR INDIVIDUALS SHOULD BE REGISTERED THROUGH BOOTH STAFF REGISTRATION - NOT ATTENDEE REGISTRATION!!

Anybody that will need to get into the hall for set-up or tear-down of your booth during non-public hours, should be registered through the booth staff registration in the Exhibitor Service Center (NOT the Attendee Service Center).  This will ensure that they have the right badge holder for access to the hall.  All of the same registration types are available in booth staff registration (full conference, one day, etc...).

If you are the sales contact for your booth, you are NOT automatically registered to attend the conference.  Even though you receive two free exhibitor registrations with your booth, those people MUST still be registered through the booth staff registration form on-line.

 


Set-up: Nov. 3, 9:00 am - 5:00 pm & Nov. 4, 8:00 - 11:00 am

Show Refresh: Nov. 5, 9:00 am

Tear-down: Nov. 6**, 8:00 am - 12:00 pm

PLEASE PLAN YOUR TRANSPORTATION and SCHEDULE ACCORDINGLY.

A detailed exhibitor schedule will be published in the Exhibitor Service Manual.  The Expo Group can dismantle and ship your booth for a fee comparable to the monetary penalty for breaking down early.

You will be penalized for tearing down before 6:31 p.m. on Nov. 5 (prohibited from booth draw next year and potential monetary fine), so again, please plan your transportation and schedule accordingly.

**You may tear down your booth AFTER the reception on November 5 as long as you don't require any services in order to clear the hall.  You may leave freight for shipping the next day as long as it is properly labeled.


You can update your company profile in the exhibitor service center (click on "update exhibitor directory".  Your login and password can be found on your confirmation e-mail.  Deadline is September 18.

This is the information that will show up when people search for your company/booth on-line.  If you selected the description upgrade during registration, this information will be printed in the on-site program.  Please ensure it is correct!  SAME is not responsible for incorrect or missing information.


There could be many reasons why you haven't received any information from us and in order for you to have a positive conference experience, we need to fix it!  We send e-mails from two databases - registration and membership.

1) Are you a member of SAME?  Members of SAME receive marketing e-mails about conference and advertising opportunities - including alerts as to when registration is open for particular events.

2) Members - are you keeping your profile up to date?  If your SAME Sustaining Member Representative is no longer with your company, our marketing e-mails could be going to an inactive address.

2) Are you the booth contact (i.e. the name associated with the booth) that registered for your company's space?  Sometimes due to company turnover, we find that we are sending e-mails to an address that is no longer active.  You must contact exhibit@same.org in order to change the booth contact for your company.  This is only an issue if you are already registered for this event or exhibited last year.

3) Are our e-mails going to your junk or SPAM folder?  You may have to identify the "same," "goeshow," and "theexpogroup" domains as safe in order to receive our e-mails.  Please ask your IT department how to do this.

4) If you are worried that you are missing something, please make sure you check the conference website.  Most of the time, the information that we send in e-mails can also be found there.


Show Management will publish an attendee list two weeks prior to the conference and again after the conference to capture any last minute registrants.  This document will only include contact information for individuals as they have indicated on the registration form.

This list is for contacting individuals and for a one time marketing effort to promote your booth.  It should not be used for future marketing efforts.

It will be located in all three service centers (attendee, exhibitor and speaker) and a password will be required to retrieve it for your protection.

Your password can be found in your registration confirmation e-mail.


 

SAME EXHIBITOR RULES & REGULATIONS
Exhibitor agrees to comply with the rules and regulations outlined on this document and in the Exhibitor Services kit, and any additional rules, regulations and information as may be adopted by SAME and Show Management.
1. RULES AND REGULATIONS: The term “Event” refers to the Society of American Military Engineers’ Small Business Conference. The Event is owned, produced, and managed by the Society of American Military Engineers (SAME). The term “Exhibitor” refers to the organization or person that applied for and has been granted exhibit space rental and such applicant’s officers, directors, shareholders, employees, contractors, agents, and representatives.
2. APPLICATION TO EXHIBIT: The receipt by SAME of a signed Application and Contract for Exhibit Space will constitute a binding contract (the “Agreement”).  Submission of contract by electronic means shall constitute a signed agreement. SAME reserves the right to reject any application for space for any reason. If any Exhibitor changes management or is purchased by another company/organization, this Agreement becomes binding on such company/organization.
3. EXHIBITING CODES AND AGREEMENTS: The exhibitor agrees to adhere to all conditions and regulations outlined by SAME, in the exhibitor service kit, and any additional rules, regulations, and information as may be adopted by SAME or the event facility. Exhibitor further agrees to adhere to and be bound by (i) all applicable fire, utility, and building codes and regulations of the facility where the exposition is held; (ii) any rules or regulations of said facility; (iii) the terms of all leases and agreements between SAME and the managers or owners of said facility; (iv) the terms of any and all leases and agreements between SAME and any other party relating to the Event; and (v) all Federal, State, and local laws, codes, ordinances and rules; without limiting the foregoing, Exhibitor shall construct its displays to comply with the Americans with Disabilities Act. Exhibitor shall not, nor shall Exhibitor permit others to, do anything to its exhibit space or do anything in the Event facility which would cause a difference in conditions from those previously approved by the insurance carriers of SAME, or the owners or managers of said facility, which will in any
way increase premiums payable by any of said parties, and Exhibitor shall be responsible for any such increase resulting from violation of this section.
4. EXHIBIT SPACE SPECIFICATIONS: All booths are 10’x10’. Multiple booths may be purchased. 
5. EXHIBIT SPACE ASSIGNMENT: Exhibit space is selected by exhibitors using an on-line form. SAME reserves the right to change the floor plan or to change the location selected by an Exhibitor at any time as it may, in its sole discretion, deem necessary in the best interest of the Event. Exhibitor shall not sublet or permit the use of all or any part of the booth or any equipment provided by SAME, nor shall Exhibitor assign this Agreement in whole or in part, without written notice to and approval from SAME.
6. EXHIBITOR SERVICES KIT: An Exhibitor Services Kit will be available to Exhibitor via electronic means. The Exhibitor Services Kit will include pertinent information regarding the Event including, but not limited to, additional rules and regulations, display rules, installation/dismantle schedules, registration information, official contractor order forms and pricing, shipping and drayage, utilities and building services, audio/visual, and additional visibility opportunities.
7. EXHIBITOR REPRESENTATION: Each Exhibitor representative must be registered to participate in the Event. Two exhibitor registrations per 10x10 booth space is included in booth fees. Exhibitor registration includes access to the exhibit hall, admission to events taking place in the Exhibit Hall.
8. PAYMENT / CANCELLATION OF SPACE BY EXHIBITOR: For Exhibits, a 25% deposit of booth fees is required at the time of booth selection. Booth sales are not final until payment is received in full. Payment by credit card can be submitted during the space selection lottery; payment by check must be received within 30 days of registration. Payment in full is due September 1, 2015 or 30 days after registration if registering after September 1. SAME reserves the right to cancel booths that
have not been paid within 30 days of registration.
Full refund of all payments, less a $75 administrative fee will be granted if written notice is received by SAME no later than September 1, 2015. Commencing September 2, 2015, no
refund will be granted.
Sponsorships must be paid in full by September 1, 2015 or within 30 days of contract completion if after September 1, and cannot be canceled or refunded at any time upon contract completion. Benefits will not begin until payment
in full is received.
9. CANCELATION OF EVENT: It is mutually agreed that in the event the conference is canceled due to disaster, strike, labor dispute, governmental intervention, malicious damage, acts of war, or other causes which would prevent its scheduled opening or continuance, then and thereupon this agreement will automatically be terminated and SAME shall determine an equitable basis for the refund of such portion of the exhibit fee as is possible, after due consideration of expenditures and
commitments already made.
10. EXHIBIT SPACE OCCUPANCY: Any Exhibitor that fails to occupy its assigned exhibit space by the end of published set-up hours, leaves its exhibit space unattended during Event hours, or begins dismantling of exhibit space prior to the close of the Event by SAME, may forfeit its right to the exhibit space and its eligibility to exhibit at future SAME events. Failure to occupy exhibit space does not relieve the Exhibitor from their obligation to pay the full booth rental fees.  Dismantling of exhibit space prior to the close of the conference can result in a fine.
11. ARRANGEMENTS OF EXHIBITS: Exhibitor agrees to abide by all exhibit display guidelines published in the Exhibitor Services Kit. For linear booths, in the area five feet forward from the rear of the booth, display material may be placed up to a height not exceeding eight feet from the floor. For island booths, display material may be placed up to a height not exceeding sixteen feet from the floor. Exhibitors are not permitted to hang any displays from the ceiling of the Event facility. Aisles may
not be obstructed at anytime by the exhibitor’s displays. All Exhibitors must remain within the confines of their own exhibit space, and no Exhibitor will be permitted to erect signs or display products in such a manner as to obstruct the view or disadvantageously affect the display of other Exhibitors. SAME shall have the right to demand modification of the appearance of dress of persons or mannequins used in conjunction with displays or demonstrations. Exhibits not conforming to these
specifications, or which in design, operation, or otherwise, are deemed objectionable by SAME in its sole discretion, will be prohibited.
12. HANDLING AND STORAGE: Neither SAME nor the owners or managers of the Event facility will accept or store display materials or empty crates; Exhibitor shall make its own arrangements for shipment, delivery, receipt, and storage of such materials and empty crates. Such arrangements may be made through the Official Drayer, and Exhibitor shall in any event provide the Official Drayer with copies of all bills of lading. All shipments and deliveries to the Event shall be prepaid. Exhibitor shall not incur any obligation to the Official Drayer merely by reason of providing copies of any bills of lading hereunder.
13. SECURITY: SAME shall provide security of the periphery of the exhibition hall on a twenty-four hour basis beginning at the start of move-in and continuing through the exhibition closing. Security service is not provided to individual booth spaces, and SAME shall not be held responsible for any damage or loss to Exhibitor property.
14. EXHIBIT CONDUCT and Operation/Right of Entry and Inspection:
A. Exhibitors may not schedule private functions or events with conflict with officially scheduled SAME events.
B. Distribution of any promotional or educational materials may be conducted and circulated only within the Exhibitor’s contracted exhibit space.
C. Exhibitor must open its exhibit on time and staff the booth at all times during the exhibit hours, except during the Technical Sessions when the exhibit may be
left unstaffed at the discretion of the Exhibitor. No packing of equipment or literature or dismantling of exhibits is permitted until the exhibit hall is officially announced
closed.
D. Exhibitors must conduct exhibits in a dignified and professional manner.
E. Noise from electrical or mechanical apparatus or presentations within the booth must not interfere with other exhibitors.
F. Order taking is permitted when conducted in a professional manner.
G. The use of helium-filled balloons is prohibited in the Event.
H. Food and beverage may be dispensed from Exhibitor’s booth within the following guidelines: a. Distribution area must be kept clean and attractive; b. All attendees must have the opportunity to receive samples; and c. Any food and beverage distributed must be arranged through the facility where the Event is held.
I. Exhibitors must surrender the space occupied in the same condition as received. If Exhibitors engage in any conduct in violation of the rules and or applicable laws, SAME reserves the right to cancel the Exhibitor’s space without further notice and without obligation to refund monies previously paid and to re-sell exhibit space assigned. SAME further reserves the right to reject Exhibitor’s application to exhibit in future shows of SAME. Further, SAME in its absolute discretion shall have the right at any time to enter and inspect the area occupied by Exhibitor.
J. Exhibitors and their representatives shall at all times conduct themselves in a professional manner and shall not disparage or defame fellow exhibiting companies, member companies, SAME, SAME Posts, or the employees of aforementioned organizations, or engage in other activities detrimental to the Event.
K. Exhibitors will not break down booths before the specified tear-down time indicated in the schedule. Consequences can include but are not limited to exclusion
from subsequent booth lotteries and/or a monetary fine.
15. LISTING AND PROMOTIONAL MATERIALS: By exhibiting at the Event, Exhibitor grants SAME a fully paid, perpetual, non-exclusive license to use, display, and reproduce the name of the Exhibitor in any directory or listing of the Event exhibitors and to use such names in promotional materials. SAME shall not be liable for any errors in any listing or for omitting any Exhibitor from any directory or listing pertaining to the Event.
17. LIABILITY AND INSURANCE: This Agreement shall not constitute or be considered a partnership, employer-employee relationship, joint venture or agency between SAME and Exhibitor. Exhibitor hereby agrees to and does indemnify, hold harmless, and defend SAME, its officers, directors, employees, agents, affiliates, and subsidiaries (collectively, “Indemnified Party”), from and against any and all liability, responsibility, loss, damage, cost, or expense of any kind whatsoever (including but
not limited to cost, interest, and attorney’s fees) which any Indemnified Party may incur, suffer, be put to, pay, or be required to pay, incident to or arising directly or indirectly from any act or omission by Exhibitor or any of its employees, servants, or agents. Exhibitor further agrees that the Indemnified Party, shall not be responsible in any way for damage, loss, or destruction of any property of Exhibitor or injury to Exhibitor or its representatives, agents, employees, licensees, or invitees. Exhibitors must obtain insurance policies covering exhibit materials at the SAME Event. Exhibitors must also have adequate public liability, bodily injury, and property amage insurance. Such insurance shall name the Event facility, SAME, and the Official General Contractor as additional insureds. Upon request, Exhibitor shall provide a certificate of insurance to SAME.
18. LIMITATION OF DAMAGES: In no event will an Indemnified Party be liable to the Exhibitor, whether in contract or tort, for any amount in excess of the exhibit space rental fee in relation to any damages, including lost profits, arising out of or relating to the SAME Event, the rental of exhibit space, the conduct of SAME, any breach of this Agreement, or any other act, omission, or occurrence.
19. PROTECTION OF EXHIBIT FACILITY: Exhibitor is expressly bound, at its expense, to promptly pay for or repair any and all damage to the exhibit facility, booth equipment, or the property of others caused by the Exhibitor or any of its employees, agents, contractors, or representatives.
20. INTERPRETATION AND ENFORCEMENT: SAME has full power to interpret and enforce all regulations for the Event and the power to make amendments and/or further regulations that are considered necessary for the proper conduct of the Event. Such decisions shall be binding on all Event exhibitors. Failure to comply with any rule or regulation may be sufficient cause for SAME to require the immediate removal of the offending exhibitor, and may result in forfeiture of all further rights to
exhibit at future events sponsored by SAME, together with all fees paid. SAME may lease any space so forfeited to another exhibitor.

 


We expect about 1500 attendees, 30% govt. with the majority of those being USACE employees.


Yes, you may pass out promotional items at your booth.  Please remember that government employees may not accept items that value more than $20.  

Need a place to start?  SAME uses Advantage Marketing Ideas for promotional items.  

CONTACT:

Michelle Ye

Advantage Marketing Ideas

yeami@aol.com

Direct: 952-368-3018 Fax: 952-361-6591
www.advantagemarketingideas.com


You can provide a place for passersby to drop business cards to be placed in a drawing for a prize.  Here are a few rules of thumb:

1) It is unethical to "rig" the drawing and you could place government personnel and contractors in danger of violating ethics regulations if you do so.

2) Technically, government employees CAN participate in a drawing for an item valued at more than $20 since the drawing is open to all.  However, since different offices can make federal regulations more restrictive if they choose, there may be many government employees that are not allowed to participate.  Please do not tempt or tease somebody for not participating.

3) It's always a good practice to raffle off an item that can be transported via plane unless you plan to pay for shipping.

4) SAME will not be announcing winners at any time.  It is up to the company organizing the raffle to contact the winner(s).  


SAME may have a limited number of rooms available for rent for private meetings.  Prices for room rental will range from $0-$1000 depending on the size of the room, size of the organization and time of day the room is required.  To inquire about meeting room rental, please contact Amira Kruyne, akruyne@same.org.




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