TERMS AND CONDITIONS
Assignment of Exhibit Space:
Each exhibit space shall be assigned solely by the Committee and no such assignment shall be deemed unless and until the requisite contract for specified space, duly signed by the Exhibitor, is delivered to and accepted by the Committee. We understand that requested assignments for booth space shall be honored whenever possible with the preferences indicated by each exhibitor. However, GLIDM cannot guarantee any particular space.
Terms of Payment:
A deposit of $750 per booth space shall be paid on delivery of the Exhibitor’s signed contract. The full remittance must be paid on or before the 1st of January 2018.
Cancellation of Booth Space:
It is agreed by the exhibiting company and the Greater Long Island Dental Meeting that prior to January 5, 2018, the Exhibitor without loss of deposit may cancel the contract. Cancellation after January 5, 2018 requires forfeiture of the entire amount paid.
Exhibit space will be available for set-up on Tuesday, April 17th after 11:00 am. All exhibit set-ups must be completed on Tuesday, April 17th by 4:00 pm. No setting up of exhibit space is allowed at any time thereafter.
Dismantling of Exhibits:
The Exhibition Hall closes on Wednesday, April 18, 2018 at 6:00 pm. All post-show exhibits not removed by 8:00 pm on Wednesday, April 18, 2018, will be removed by Ocean Rental Exposition Services, LLC or GLIDM at the express risk and expense to the exhibitor.
Ocean Rental Exposition Services, LLC, P.O. Box 607, Barnegat, NJ 08005, Telephone: 609-698-7110. Do not send any material directly to the Hilton Hotel. All shipments by or for the Exhibitor must be sent to Ocean Rental Exposition Services, LLC with clear markings thereon for the Greater Long Island Dental Meeting. Companies located on Long Island should contact Ocean Rental Exposition Services for a more direct pickup and delivery to the Hilton Hotel. Neither the Committee nor the Hotel shall have any liability or responsibility whatsoever for any loss or damage or destruction of any of the equipment, materials, or property shipped by the Exhibitor.
Subletting of Space:
The Exhibitor agrees that the display will be confined to the area of space reserved; and that subletting or showing products other than those manufactured or represented by the exhibitor, are strictly prohibited.
Each exhibit space will be supplied one outlet to accommodate a 100-watt bulb as well as WIFI Internet access. If an Exhibitor has additional electrical or phone line needs, then the Hilton Hotel must be informed one month prior to the Meeting to make arrangements for these additional requests (a separate electrical form will be included in the Exhibitor Show Packet).
Security & Insurance:
The Greater Long Island Dental Meeting will be providing watchmen security for the Exhibition Floor. The Exhibitor is urged to take all precautions necessary to protect their displays and property against any damage, loss or destruction. Neither the management of the Hilton Hotel nor the Greater Long Island Dental Meeting will be responsible for the safety of the Exhibits against theft, damage by fire, accident or other cause. Although the Committee plans to provide watchmen in connection with the conduct of the exhibition, the same shall not constitute the assumption by the Committee or the Hilton Hotel of any liability or responsibility for the safety or security of the Exhibitor, their agents, representatives, employees or guests, as well as their exhibit display or property. Any exhibitor wishing to insure his personnel or goods against injury, theft, damage by fire, accident or other cause, must do so at exhibitors own expense.
It is forbidden to have any representatives of the company solicit their customers or attendance at any other area in the building other than their own booth or directly in front of their booth. Salesmen and representatives of companies not exhibiting will be prohibited from soliciting from the exhibit floor.
Circumstances Beyond Control:
In the event that due to fire or other casualty, strikes, lockouts, construction operations, action or any condition by the Hilton Hotel, litigation, action of the elements, act of God, or other circumstances beyond the Committee’s control, the Meeting is not held, the exhibition is barred, prevented or canceled, or the Exhibitor’s space is not made available for its use (for reasons other than the Exhibitor’s breach of default), then and in any of such events, the sole obligation of the Committee shall be to refund to the Exhibitor all sums theretofore paid to the Committee under the Exhibitor’s contract, and both parties shall thereupon be deemed released of and from all further liability under said contract.
The Committee shall have the right to bar, eject and remove from the Exhibition and the area in which the same is conducted, any and all persons whom it may deem objectionable or who fail or refuse to comply with any of the Terms and Conditions stated.
Meeting Dates: April 17-18, 2018
Venue: Hilton Hotel, Melville, NY
Address: Hilton Hotel
598 Broadhollow Rd (Route 110)
Melville, NY 11747
Tel #: 631-845-1000
Contact: Brittany Scott
Official Service Contractor:
Ocean Rental Exposition Services, LLC
P.O. Box 607
Barnegat, NJ 08005
Tel #: 609-698-7110
Fax #: 609-939-9602
Move In: Tuesday, April 17, 2018 –11:00 am to 4:00 pm
All Exhibits must be operational by 4:00 pm on Tuesday, April 17, 2018
Move Out: Wednesday, April 18, 2018 after 6:00 pm
Exhibit Hours: Tuesday, April 17, 2018 – 4:00 pm to 8:00 pm
Wednesday, Wednesday, April 18, 2018 –10:00 am to 6:00 pm
Booth Personnel Registration: A Pre-registration form requesting exhibitor attendees for badges will be sent by mid-January in the Exhibitor Kits. Exhibitor badges will be available for pickup onsite on Tuesday, April 17th at 11:00 am at the Exhibitor Registration area. Exhibitors who have not pre-registered may register on-site at the Exhibitors Registration Desk.
Exhibitor Kits: Exhibitor kits containing the Ocean Service Manual, additional electrical, booth personnel badges, booth signage, Exhibitor raffle form, hotel accommodations & directions will be emailed by mid-January.
Mailing/Attendee List: An email list will be available to our Exhibitors by December 1, 2017. The list will consist of all doctors in the Suffolk, Nassau, Queens and Brooklyn Counties. The charge for the mailing list is $350.Advertising Opportunities:
You will now have the opportunity to highlight your company and advertise on the GLIDM website. Email blasts will be sent to the four counties listed above on a bi-monthly basis in January and February. In March, email blasts will then be sent on a weekly basis until the show, April 17th. A great opportunity to reach over 7,500 doctors in the area and solicit over 20 times for less than a $40 per ad. The fee for website advertising is $750. Artwork and advertising information must be submitted by December 1st. Any advertisements submitted after December 1st will be charged the same fee. There will be no prorated fee for applying after December 1st. An email with the application will be sent in November for your participation. Sign up by December 1st to take advantage of this great offer! Please contact Fran McHugh at 631-244-0722 or firstname.lastname@example.org for further details.
APRIL 17-18 2018
Huntington Hilton Hotel
Melville, New York
Tuesday, April 17, 2018
1:00pm – 7:00pm
Wed, April 18, 2018
8:00am – 6:00pm
EXHIBITION HALL HOURS:
Tuesday, April 17, 2018
4:00pm – 8:00pm
Wed, April 18, 2018
10:00 am – 6:00 pm
APRIL 17-18 2018
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