TMEA Exhibit Rules & Regulations

Show Management

The virtual exhibition is organized and managed by the Texas Music Educator Association (TMEA). Any matters not covered in these Rules and Regulations are subject to the interpretation of the TMEA Board of Directors and the TMEA Executive Director or his or her designee, and all exhibitors must abide by their decisions. Exhibitors must comply with the policies and procedures set forth by Show Management. Show Management shall have full power to interpret, amend, and enforce these rules and regulations, provided any amendments, when made, are brought to the notice of exhibitors. Each virtual exhibitor, for him/herself and their employees, agrees to abide by the foregoing rules and regulations and by any amendments or additions thereto in conformance with the preceding sentence.

 Platform Policy: In the event of a severe platform or technical issue outside of TMEA’s control that prevents the fulfillment of the sponsorship deliverables, TMEA will make every effort to provide the same sponsorship opportunity.  Should TMEA be unable to satisfy the original sponsorship, comparable alternate opportunities will be offered.

Cancellation Policy: Any exhibitor who cancels any purchased exhibit space will forfeit the total of the agreement. If the exhibit fee has not yet been paid, the exhibitor must pay TMEA money equal to 100% of the full price of said agreement.

Arrangement of Virtual Exhibits: The show management reserves the right to inspect the quality of the appearance of each virtual booth prior to the beginning of the virtual event. Show Management on behalf of TMEA may request the removal of any unapproved content.

Virtual Booth Design: Each exhibitor will be provided with a link to the official Virtual Exhibitor Guidelines. All virtual booth space elements must comply with the guidelines, provisions, and limitations contained in the Virtual Exhibitor Guidelines.

Subleasing of Virtual Space: Virtual exhibitors may not assign, sublet or apportion to others the whole or any part of the virtual space allocated, and may not display goods or services other than those manufactured or regularly distributed by them.

Virtual Exhibitor Conduct and Relevance: All virtual exhibit booths will be to serve the interest of the TMEA members and must be pertinent to the attendees’ professional interests. TMEA reserves the right to restrict virtual exhibit sales to potential exhibitors it deems inappropriate or unprofessional. Exhibits will be operated in a way that will not detract from other exhibits, the exhibition, or the virtual meeting as a whole.

Exhibitor’s Personnel: Virtual Exhibitors are prohibited from sharing credentials to access TMEA’s virtual convention. Violating this condition may result in the loss of admittance for the person(s) sharing the badge. During designated exhibit hours, staff associated with an exhibit booth must be online and available to interact with attendees through their booth space or via one-on-one meeting requests.

 Virtual Handout Materials: Virtual promotional giveaways and exhibit prize raffles will be permitted. All materials are expected to be of a professional nature.  TMEA reserves the right to remove material that they determine is inappropriate.

 Platform Policy: In the event of a severe platform or technical issue outside of TMEA’s control that prevents the fulfillment of the sponsorship deliverables, TMEA will make every effort to provide the same sponsorship opportunity.  Should TMEA be unable to satisfy the original sponsorship, comparable alternate opportunities will be offered.

Trademarks: TMEA will be held harmless for any trademark, trade name, copyright, or patent infringement on any virtual materials belonging to or distributed by any exhibitor.

Virtual Exhibit Space Occupancy: Any Exhibitor failing to occupy its assigned space ten minutes prior to the Virtual Exhibition’s opening, or who leaves his or her space unattended during the Exhibit hours, forfeits their rights to the virtual space. All exhibits must be open for business during the Virtual Exhibition hours.

Conduct: Participants may not intentionally interrupt the virtual exhibit show or use any other online media that interfaces with the exhibition which might include, but not be limited to, sexualized language or imagery, inappropriate dialog, insults, political statements, or other content or communication outside of the character and purpose of TMEA.

TMEA is committed to providing a positive experience for all convention attendees. We expect every participant to adhere to our association’s commitment to offering an inclusive, respectful convention environment that invites participation from all, regardless of gender, race, ethnicity, national origin, age, sexual orientation or identity, education, disability, or other unique characteristics—whether or not protected by law.

Dress Code: The dress code at the virtual exhibit show is business casual. Exhibitors are required to adhere to this dress code during the virtual exhibit show including, but not limited to, live video chat.

 Violations: Violation of any of these Rules and Regulations by the exhibitor of his/her employees or agents shall at the option of TMEA forfeit the exhibitor’s right to occupy virtual space and such exhibitor shall forfeit to TMEA all monies paid or due. Upon evidence of a violation, TMEA may remove the exhibit space and all associated staff credentials to access the convention platform. The exhibitor shall pay all expenses and damages that TMEA may incur thereby.

 

For questions or more information, please contact the Exhibits Manager at 1.888.318.8632 ext 104 or zgersch@tmea.org