Central Texas African American Family Support Conference

Introduction

This exhibitor prospectus and contract contain exhibitor information for the Central Texas African American Family Support Conference (CTAAFSC). The CTAAFSC is hosted by Austin Travis County Integral Care (ATCIC), ATCMHMR's new brand, and sponsored by community partners from the public and private sectors. Open and free to the public,  the CTAAFSC has touched the lives of thousands by providing valuable information about mental health, developmental disabilities, substance use and physical health issues to families in a culturally sensitive environment.

The only conference of its kind in Texas, the CTAAFSC grows each year, increasing awareness of available healthcare services and utilizing education, partnerships and a community support network to eliminate mental health disparities. The CTAAFSC was recently recognized through a grant from the Substance Abuse and Mental Health Services Administration as one of the leading conferences in the nation that disseminates information on these topics in a manner that effectively integrates real-world practice. Planned entirely by community volunteers, consumers, family members and health professionals, the two-day conference hosts more than 550 attendees and features workshop presenters and keynote speakers from across the nation.

The mission of the conference is to strengthen family and individual awareness of available health care services, behavioral and physical, through culturally sensitive education, supports, and partnerships. To learn more, visit CTAAFSC.org. Take advantage of this opportunity to personally showcase your services and community resources.

General Information

The CTAAFSC is committed to compliance with the Americans with Disabilities Act. Reasonable modifications and equal access to communication will be provided upon request. For general exhibit information, email info@ctaafsc.org or call (512) 440-4063.

Hotel Information

Hyatt Regency Austin
You may make hotel reservations at the Hyatt Regency Austin by calling 1-800-233-1234 or by going to austin.hyatt.com/hyatt/hotels/index.jsp.  Please note, you must enter the special discount code G-BAUS in the Group/Corporate field when booking online.  Rates are effective through January 13, 2010 at 5 PM.

Exhibitor Information

Exhibit Space Fee

Corporate/For Profit Exhibitor  $500
Non-profit 501(c) 3 Exhibitor    $250

What is included in the exhibitor fee? 

• One (1) 6' x 3' table (or equivalent space, if table is not desired)
• Two (2) chairs 
• Two (2) convention registration and name badges for exhibitor staff. (Maximum of two persons) 
• Listing in the official conference program (for applications received by December 31, 2009 and accepted)

Reserving Exhibit Space

To apply, please complete the enclosed Exhibit Application and Contract, and return both along with appropriate payment (payable to ATCIC-CTAAFSC) to:

CTAAFSC c/o ATCIC
P.O. Box 3548
Austin, TX 78746-3548

Once processed and accepted, we will forward confirmation of exhibit space no later than one (1) month prior to the conference. CTAAFSC reserves the right to accept or reject, at its sole discretion, any request to exhibit.

Applications and reservations will not be accepted by telephone.  Payment must be received in full along with a completed application and contract by December 31, 2009.

Assignments are based on numerous factors including but not limited to: exhibitor's
preferences, size of space required, date of receipt of application, past participation in CTAAFSC
exhibitions, support of other CTAAFSC endeavors, groups by type of exhibitor, and special requirements.

CTAAFSC reserves the right to make modifications to the floor plan as necessary to meet the needs of the conference, its exhibitors and its attendees.

Exhibit Hall Hours

All booths must be open and staffed during exhibit hours. CTAAFSC reserves the right to modify these exhibit hours as necessary to meet program needs.

All exhibits must be in place by 7:00 AM on Thursday, February 11th for those exhibiting on Thursday. Exhibits must be in place by 7:00 AM on Friday, February 12th for those exhibiting on Friday. Any space not claimed and occupied by 10:00 AM Thursday (or by 9 am on Friday for Friday-only exhibits) may be reassigned without refund. All exhibits must be dismantled by 2 p.m. on Friday, February 12th.

The hotel staff will remove any materials remaining in the exhibit area after the dismantling deadline (2:00 PM on Friday, February 12th). The CTAAFSC will not be held liable or responsible for any items or equipment in the exhibit area.

Exhibitor Rules and Regulations

Codes and Agreements

Exhibitor agrees to adhere to and be bound by all applicable fire, utility and building codes and regulations; any rules or regulations of the Hyatt Regency Austin; terms of all leases and agreements between CTAAFSC and any other party relating to the conference. Exhibitor shall neither do, nor permit others to do, anything to the booth or do anything in the hotel that would cause a difference in condition from those previously approved by CTAAFSC, or the owners or managers of the hotel.

Space Assignments

CTAAFSC shall use commercially reasonable efforts to locate the booth in one of the locations designated as preferred by Exhibitor. Notwithstanding, however, CTAAFSC reserves the right to change booth location assignments at any time, as it may in its sole discretion deem appropriate.

This Contract entitles the Exhibitor to one (1) standard 6' x 3' skirted table and two (2) chairs.

Electrical Outlets MUST be requested in the Exhibitor's Exhibit Application/Space Contract form for an additional charge of $35.00. CTAAFSC will direct any Exhibitor request for electrical outlets to the appropriate hotel staff. Extra accessories, are the sole financial responsibility of the Exhibitor, must be provided by the Hotel, and CTAAFSC is in no respect responsible for paying for any such extra items.

CTAAFSC will not be responsible for receiving shipped materials or for the packaging and/or return of materials after the conference, nor are we responsible for any other charges for exhibitor materials other than the table and chairs provided by CTAAFSC as described above.

CTAAFSC shall have the right to exclude or require modifications of any display or demonstration which in its sole discretion, it considers unsuitable to or not in keeping with the character of the exhibition. CTAAFSC shall have the right to prohibit the use of amplifying equipment or music, which it considers objectionable. Exhibitor is prohibited from using strolling entertainment, and from presenting demonstrations or solicitations except in its own booth space. Exhibitor shall not sublet, assign, share or otherwise transfer any part of the space allotted without the prior written consent of CTAAFSC, and any attempt to do so without CTAAFSC prior written consent shall be void. Exhibitor signs, displays and flyers are prohibited in any of the public spaces or elsewhere on the premises of the Hyatt Regency Austin.

CTAAFSC will arrange with the staff of the Hotel to monitor the exhibit area on a 24-hour basis after the event begins and until it ends. Such service shall not be construed by either party to be an assumption of any obligation, liability or duty with respect to the protection of Exhibitor property, which shall at all times remain the sole possession, custody, and responsibility of Exhibitor.

In the event, due to acts of God, fire, strike, government relations, or other causes beyond the control of CTAAFSC, this Exhibition is canceled, CTAAFSC will refund that portion of the exhibit fee deemed consistent with the expenditure and commitments already made, and Exhibitor agrees to accept this amount as full and final payment.

Cancellation of Exhibit Space

Exhibitor shall have the right to cancel this agreement by giving written notice of cancellation to CTAAFSC. The full exhibit fee amount paid by Exhibitor will be refunded for cancellation notices received through December 1, 2009. No refunds will be made on cancellations received after December 1, 2009. CTAAFSC retains the right to resell any booth space cancelled by Exhibitor.

Insurance and liability are the full and sole responsibility of the Exhibitor. This Contract shall not constitute or be considered a partnership, joint venture, or agency between CTAAFSC and the Exhibitor. Exhibitor hereby agrees to and does indemnify, hold harmless, and defend CTAAFSC and the Hotel, and each of their respective employees,
officers, directors, agents, contractors and representatives, 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 arise directly or indirectly from any intentional or negligent acts or omissions by Exhibitor or any of its employees, invitees, or agents. Neither CTAAFSC nor the Hyatt Regency Austin shall be responsible in any way for damage, loss, or destruction of any property of Exhibitor or its representatives, agency, employees, licensees, or invitees.

Additional Terms

Neither party shall assign or otherwise transfer its rights and/or obligations under this Contract without the prior written consent of the other party. Subject to the provisions hereof, all of the covenants, conditions and obligations contained in this Contract shall be binding upon and inure to the benefit of the respective permitted successors and assigns of each party, to the same extent as if each such successor and assign were named as a party to this Contract.

If any term or provision of this Contract or the application thereof to any person or circumstances shall, to any extent, be invalid or unenforceable, the remainder of this Contract, or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or enforceable, shall not be affected thereby, and each term and provision of this Contract shall be valid and enforced to the fullest extent permitted by law.

All notices, demands, requests, or other communications which may be or are required to be given, served or sent by either party to the other, shall be in writing and delivered personally or by certified mail, return receipt requested, with postage prepaid, at the address first mentioned above. Personally delivered notices are deemed received upon actual receipt; notices sent by certified mail as described above are deemed received upon the earlier of actual receipt or three (3) business days after deposit of the notice with the U.S. Postal Service. A party may change the name or address for the giving of notice by written notice to the other party in accordance with the terms of this paragraph.

This Contract and all attachments referenced herein shall constitute the entire, full and complete agreement between the parties regarding the subject matter described herein, and there are no representations, inducements, promises, or agreements, oral or otherwise, between the parties not embodied herein, which are of any force or effect. Except as expressly provided otherwise in this Contract, this Contract may not be changed or modified except by written document signed by both parties. The provisions of this Contract which, by their nature, are intended to survive termination or expiration of this Contract shall so survive. The headings contained in this Contract are for the convenience of the parties only and shall not be deemed to affect the meaning of the provisions hereof. The failure of either party to insist upon the strict observation or performance of any provision of this Contract or to exercise any right or remedy shall not impair or waive any such right or remedy. Every right and remedy given by this Contract to the parties may be exercised from time to time and as often as appropriate.

Exhibitor Application

Click here to download the Exhibitor Space Application