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ICFA 2002 Exhibitor Prospectus April 24-26, 2002 Renaissance Orlando Resort Orlando, Florida Introduction: The most profitable, exciting - and fun - Expo in the industry Exposition Schedule Booth Prices What's Included in the Price of Your Booth? Booth Applications and Assignments Exposition Specifications Booth Construction Guidelines Exposition Rules and Regulations Download Exhibit Hall floor plan Download Booth Space Application Contract and Form Download Exhibitor Registration Form Download Hotel Reservation Form Download Deadlines Checklist Unable to download these forms? Try installing Adobe Acrobat Reader. Introduction Each spring, the International Cemetery and Funeral Association holds its annual Exposition, bringing together cemetery and funeral home owners and operators along with suppliers for the industry’s premier trade show. This event provides unparalleled opportunities for networking and promotion. Last year’s exhibitors gave ICFA’s Expo high marks: Your show was excellent. Your exhibit hours worked well. Serving food is a great idea. I have exhibited at NFDA, CFDA and CANA several times. I rate your show as excellent. Excellent job in pre-Convention, Convention and post-Convention PR. Great show. The show was the best I have attended. Congratulations. The attendees were people our company benefited talking with. We were extremely happy with our booth placement. Thank you. Great booth traffic. The food served throughout the show was excellent. The ICFA staff was very nice and worked well with us for any questions or concerns we may have had. Very well presented show. The best I have attended. Our 2001 Expo was the most successful in ICFA history. The numbers speak for themselves: 600+ non-exhibitor industry members attended the 2001 ICFA Convention & Exposition. 90 percent of those attendees represented independent cemeteries and funeral homes. 80 percent of those attendees rated the Expo as an "Extremely Important" or "Important" reason for attending. More than 70 percent of those attendees said they "Definitely" or "Probably" would attend the 2002 Convention & Exposition. This year, we are taking the lessons learned last year to ensure that our 2002 exhibitors enjoy a productive and successful show: Attracting a Crowd - We are pulling out all the stops to promote this year's Convention & Exposition. In particular, we have completely revamped the program schedule so Thursday and Friday - the prime Expo days - will bring in a maximum number of attendees. Drawing "Buying Units" - We know you want to meet the people who are responsible for deciding whether to purchase your products and services. The Convention educational sessions and our pre-Convention promotional mailings are targeted toward independent cemetery and funeral home owners and operators. Bringing Them Into the Hall - This year's Expo offers 11 hours of exhibit time. That's even more than last year! We'll be running special drawings and promotions during show hours, and once again we'll have continuous free food and beverage service in the hall. Exposition Schedule Tuesday, April 23 8 a.m. - 5 p.m. Move-in/Set-up Wednesday, April 24 8 a.m. - 4 p.m. Move-in/Set-Up 4 - 5:30 p.m. Show Management Inspection 5:30 - 6 p.m. First-Timers Reception in the Exhibit Hall 6 - 8 p.m. Grand Opening Reception Thursday, April 25 11 a.m. - 2 p.m. Lunch at the Exposition 5 - 7:30 p.m. IMSA Exhibitors' Reception Friday, April 26 10:20 a.m. - 1:15 p.m. Brunch With Exhibitors 1:30 - 6 p.m. Teardown/Move-Out Booth Prices Download the Exposition floor plan for information on booth locations. Standard Booth (8' x 10') - S ICFA Member: $920 Non-Member: $1,195 Corner Booth (8' x 10') - C ICFA Member: $1,070 Non-Member: $1,345 Perimeter Booth (10' x 10') - P ICFA Member: $1,220 Non-Member: $1,495 Perimeter Corner Booth (10' x 10') - PC ICFA Member: $1,370 Non-Member: $1,645 Booth Applications and Assignments Applications for booth space are to be accompanied by a non-refundable deposit. All applications received by January 7, 2002, will be assigned on a cumulative point system. (See Rules and Regulations) Notification of booth assignments will be mailed in February for all applications received by January 7. Applications received after January 7 will be assigned on a first-come, first-served basis as space permits, after initial assignments have been made. Booth assignments may be changed by the International Cemetery and Funeral Association only with prior approval of the exhibitor. If circumstances beyond the control of the ICFA require a re-assignment, the ICFA will consult with the exhibitor to locate an alternative space. The ICFA will have final authority on booth assignments. Booth assignments will be made based on the number of points a company (whose form is received by January 7) has accumulated, giving first preference to companies with the greatest number of points. In the event two or more companies with the same number of points request the same space, preference will be given to the company whose application was received first in the ICFA office. If booth applications are received on the same day, preference will be given to the company exhibiting with the ICFA the most number of years since 1970. A copy of total points accrued from 1970 to the present is available from the ICFA upon written request. What's Included in the Price of Your Booth? The rental of a booth includes admission to the Exposition Hall, all Exposition functions, all educational sessions, and all food and beverage functions in the exhibit hall. In addition, your booth price includes: Draping and Signage An 8'-high back drape and 36"-high side rails. A 7" x 44" booth identification sign showing company name, booth number and membership status in ICFA and IMSA (where applicable). Security Guard Service Twenty-four-hour security during move-in, show hours and move-out. Non-Competitive Exposition Hours ICFA educational sessions will not be scheduled during Exposition hours, in order for you to have every buyer's undivided attention. Registration for Exhibitor Personnel Each exhibiting firm will receive two complimentary registrations per booth purchased. Registrations include admission to all sessions during Convention hours and food functions in the exhibit hall. Guest Passes Two one-day guest passes per booth to use for local clientele to attend business sessions and the exhibit hall for a specific day. (Additional one-day passes may be purchased at the ICFA registration desk.) Complimentary Attendee List Each exhibiting company will receive the complete listing of registered attendees' names and addresses before and after the Convention. Listing in International Cemetery & Funeral Management Each company submitting their Booth Space Application/Contract and Exhibitor's Profile before February 7 will be listed in International Cemetery & Funeral Management magazine with product description and booth number. Exhibitors Directory Attendees receive a directory of exhibiting companies. This directory will be based on information taken from the Booth Space Application and Contract received and processed by March 20, 2002. Exhibit Hall Session Passes Suppliers may purchase $25 Exhibit Hall Session Passes for local clientele. This is for one specific session or time period on a designated day. Special Reserved Seating Exhibitor-only section in the Opening General Session. Booth rental does not include admittance to remaining ticketed functions and activities noted as such on the Exhibitor Pre-Registration Form. Individual tickets may be purchased for those special functions. Exposition Specifications Key Contacts: International Cemetery and Funeral Association 1895 Preston White Drive Suite 220 Reston, VA 20191 1-800-645-7700 (703) 391-8400 Fax: (703) 391-8416 Geo. E. Fern Co. 2117 Broadway Kansas City, MO 64108 1-800-959-0743 Fax: (816) 471-1602 Contact: Lesa Davis Renaissance Orlando Resort 6677 Sea Harbor Drive Orlando, FL 32821-8092 (407) 351-5555 Ceiling Heights: The ceiling height within the hall is 22'. Decorator: ICFA's Official Decorator for the 2002 Annual Convention and Exposition is Geo. E. Fern Co. Our contact is Lesa Davis at 1-800-959-0743. Dismantling: All exhibits must be removed from the exhibit area by the exhibiting company at its own expense no later than 6 p.m. Friday, April 26. If an exhibitor fails to remove its exhibit on this day, the ICFA may remove such exhibit to a storage warehouse at the expense of the exhibitor, who shall pay any damages or expenses incurred by the Association in removing the exhibit. Exhibitor's Service Kits: Exhibitor's Service Kits, listing available services, electrical equipment, booth furniture and decorating materials, together with forms, will be sent to exhibitors in February. The completed forms should be returned to the appropriate service company by the specified date. Floor/Weight Limitations: There is no weight limitation on the floor in the Convention Center Ballroom of the Renaissance Orlando Resort. The one door from the loading dock into the hotel is 10' wide and 7'3" high. Any heavy items will be offloaded and then moved into the Ballroom with a forklift. Contact Geo. E. Fern Co. to discuss specifics if you have a heavy or larger than normal item. Exhibitors will be responsible for any damage to the carpet caused by the move-in or move-out of their display. Official Show Colors: The Convention Center Ballroom is carpeted. The official show colors will be hunter green and white draping. Orlando Union Information: Florida is a "right to work" state, and as such, exhibitors may bring material into the Convention Center Ballroom and set up their own displays. The only restrictions are that exhibitors do not use Geo E. Fern's equipment and that anyone in a booth must be a full-time employee of the exhibiting company or a bona fide installation and dismantle company. Travel and Accommodations: A Hotel Reservation Form can be downloaded here or obtained by calling 1-800-645-7700. The cut-off date for making reservations at the Renaissance Orlando Resort is March 20, 2002. Please remember to identify yourself as an ICFA attendee to obtain the discounted rate. Vehicles: Exhibitors must take special measures to protect floors from damage. Any vehicles using hydraulic lifts, oil or gasoline must meet fire code regulations and visqueen must be placed underneath the vehicle to prevent soilage. Please contact Geo. E. Fern Co. at 1-800-959-0743 for more information. Vehicles must not be left unattended at the loading areas. Any unattended vehicles will be towed away at the owner's expense. Vehicles are not allowed on the show floor for the purpose of loading or unloading materials. Exhibitors are requested to unload and then remove all vehicles before beginning set-up. Shipping Instructions: All materials must be shipped to and handled by Geo. E. Fern Co. No exhibitor material will be accepted by the Renaissance Orlando Resort or by the ICFA, nor will the Association assume responsibility for loss of or damage to goods consigned or shipped to it. All goods must be plainly marked with the exhibitor's name and assigned booth number. Under no circumstances will goods be accepted on which there are charges due. Shipments should arrive no later than two weeks prior to the show in order to avoid late surcharges. For advance shipments, make out the bill of lading and consign as follows: Name of Exhibiting Company Booth Number _____ ICFA Convention c/o Geo E. Fern 2300 Principal Row Orlando, FL 32837 No. of Pieces _____ Carrier _____________________ Rules: This Exhibitors' Prospectus is part of the Booth Space Application/Contract for the 2002 ICFA Annual Convention and Exposition. Each exhibitor agrees to meet any applicable requirements of the federal, state and municipal governments, police and fire departments of the city and the management of the building, and obtain and pay for all necessary permits and licenses, should any be required for the display of the particular exhibit. Each exhibitor shall be responsible for collecting and/or paying all applicable local, state and federal taxes. Booth Construction Guidelines Standard or Corner Booths View diagram A standard booth or corner booth is one or more standard units, shown at right, in a straight line. Standard in-line booths will be permitted a maximum height of 8'. No solid exhibit construction at the sides may exceed 4' in height, except the rear one-half of the booth. For example, any construction of a product above 4' must begin 5' back from the aisle line in order to entitle each exhibitor to a reasonable sightline from the aisle. All display fixtures over 4' in height and placed within 10 lineal feet of a neighboring exhibit must be confined to that area of the booth that is at least 5' from the aisle line to avoid blocking the sightline from the aisle to the adjoining booth. Exhibitors who have three or more standard in-line booths may extend out to the aisle line as long as they follow the guidelines listed above. A 5' sightline is required for all corner booths. Perimeter Booths View diagram A perimeter wall booth is one or more standard units located on the outer (perimeter) wall of the exhibit floor. Perimeter wall booths will be permitted a maximum height of 12'. (This height determination is further restricted by the ceiling height of the exhibit hall.) No solid exhibit construction at the sides may exceed 4' in height, except the rear one-half of the booth. Peninsula Booths View diagram A peninsula booth is four or more standard units back to back, with an aisle on three sides. A maximum height of 16' will be permitted based on ICFA Show Management receiving a written proposal 60 days prior to the show. All display fixtures over 4' in height and placed within 10 lineal feet of a neighboring exhibit must be confined to that area of the booth that is at least 5' from the aisle line to avoid blocking the sightline from the aisle to the adjoining booth. Prospective exhibitors may not request two corner booths abutting each other. Island Booths View diagram An island booth is four or more standard units with aisles on all four sides. It may or may not have a second story, as depicted here. A maximum height of 16' will be permitted based on ICFA Show Management receiving a written proposal 60 days prior to the show. Because an island booth is automatically separated by the width of an aisle from all neighboring exhibits, full use of the floor plan is permitted. Sufficient see-through areas must be provided to prevent blocking views of adjacent exhibits. Rules and Regulations Necessary regulations for the proper conduct of the exhibits as set forth herein are not considered all-inclusive, nor are they deemed or considered to be exclusive of such other reasonable rules and regulations as may or might become necessary to properly conduct this exposition. Such timely regulations and decisions as shall be necessary in addition to the following shall be at the discretion and judgment of the ICFA's internal chief operating officer (COO), whose decisions and rulings shall be final in all cases, in addition to those explicitly enumerated herein. By signing the space application, the exhibitor agrees for itself and its representatives to abide by all such rules and regulations as well as the decision of the exposition management and the ICFA internal COO in interpreting the same. Acts of God The performance of this agreement by either the ICFA or the exhibitor is subject to Acts of God, war, terrorism, government regulation, disaster strikes, civil disorder, curtailment of transportation facilities, or other emergencies making it inadvisable, illegal or impossible to provide the facilities or to hold the Annual Convention/Exposition. It is provided that this agreement may be terminated for any one or more such reasons by written notice from one party to the other. Advertising Suppliers are encouraged to promote their products and services in International Cemetery & Funeral Management, the official magazine of the ICFA. Advertising packages and pricing can be found on the insert included with this prospectus. After-Hours Admission to the Exhibit Hall During show days exhibitors are required to wear badges and may enter the hall one hour prior to the scheduled opening time of convention and exhibit activities and remain one hour after the scheduled closing time. Access to the exhibit hall at all other times must be approved by the internal COO of the ICFA or a representative. Booth Guidelines If an exhibitor is using its rental space in a manner that is detrimental to the Association, convention or exposition, or infringes on the rental of space by other exhibitors (including sight observation, soliciting products or services outside of the booths assigned, excessive noise, heat, light or pollution emanating from exhibits), or if an exhibitor's display is not in keeping with the character and purpose of the show, the Association, through its internal COO, reserves the right to request corrective action. If an exhibitor is unable or refuses to comply with this request, the Association reserves the right to cancel the use for that space, or bar from the Exposition Hall that exhibit or any part of that exhibit, person or thing, and to remove the exhibit from the Exposition Hall. In the event that such action is necessary, the exhibitors shall forfeit all money paid or due the Association for rental of the booth space. Cancellation of Booth Space The exhibitor shall give ICFA written notice of intention to cancel or withdraw from the exposition. In the event that notice is received by March 20, 2002, the exhibitor will receive a refund, except for the $500 per booth deposit, which is non-refundable. In the event that notice is received after March 20, 2002, no refunds will be made and the canceling party will be liable for the entire rental fee in the event that the Association is unable to resell the space(s). Under no circumstances will the $500 per booth deposit be refunded. Cancellation, Interruption, or Postponement of the Expositions In the event that the Exposition is canceled, interrupted or postponed due to any occurrence not occasioned by the conduct of ICFA, whether such occurrence be, but not limited to, an Act of God, or the result of war, terrorism, riot, civil commotion, sovereign conduct, or by any other cause, or if circumstances make it impossible or impractical for the ICFA to permit any exhibitor to occupy the premises, the ICFA shall make a good faith effort to adjust the rental fee for space based on the period of time the space was or could have been occupied by such exhibitor, and the ICFA is released from any and all claims for damages which may arise in consequence thereof. Care of Building No exhibitors shall allow any article to be brought into or any act done on the premises that will increase the premiums on or void the policies of insurance held on the building, or injure or deface any part of the building, or permit anything to be done by its representatives or employees by which the premises shall in any manner be damaged, marred, or defaced. Children Children (minors under the age of 18) are not allowed on the exhibit floor during set-up or tear down. Cumulative Point System Exhibitors accrue five points for their first booth rented each year and one additional point for each booth rented in excess of one per year. Points are awarded for advertising placed in International Cemetery & Funeral Management magazine as follows: 2 points for ads larger than 1/2 page, 1 point for ads 1/2 page or smaller; 1 point for ads placed in the ICFA Membership Directory & Buyers' Guide. Advertising points accrued during the 12-month period of November/December 2000 through December 2001 will be credited toward the 2002 point system. Exhibitors will accrue one point for each table on display utilized at ICFA's Small Cemetery and Funeral Management Conference and the Annual Convention & Exposition. Booth assignment points will be credited only to the entity or person that earned the points and cannot be shared with or assigned to another entity or person. A person or entity owning more than one operation or organization may apply for and rent booth space under its own name and permit its component organizations or entities to use that space. However, the point total used for assignment of space will be based solely on the points earned by the owning or controlling person or entity and will not include points earned by its components or members. Identifiable components may apply for and rent space under their names, rather than the name of the person or entity controlling the component, and have assignments made based on the component point total. If two entities merge or combine, the surviving organization or operation will receive the higher of the two point totals, but not the combined totals. No requests for exhibit space will be accepted by telephone. In order to complete the assignment process on time, the ICFA cannot call any exhibitor if their requested space is not available. Exhibitor's Profile The Booth Space Application and Contract included in this mailing requests that each exhibiting company provide the ICFA with a descriptive profile detailing the product, service or history of the company for inclusion in the convention issue of International Cemetery & Funeral Management magazine. The description should be brief and factual and must be submitted by February 7. Exhibitor Representatives Each exhibiting company shall assign at least one person to be its representative in connection with the installation, operation, and removal of its exhibit. The representative shall be the agent of the exhibitor and shall have the authority to enter into this agreement and such service contracts as may be necessary, on behalf of the exhibitor. All business between the ICFA and the exhibitor will be conducted only through the latter's designated representative and no other person. Exhibitors desiring to change representatives must notify the Association in writing. Two complimentary registrations are provided with each booth. All exhibit personnel must register for the ICFA Convention and Exposition. Registration forms (Exhibitor Pre-Registration Form) are enclosed. In order for the name of a representative and exhibiting company to appear in the convention pre-registration directory, the pre-registration form must be received by March 20, 2002. Exhibitors will be provided identification badges in accordance with exhibitor convention registration policy. Badges will not be transferable and will be required for admittance to the Exposition Hall. To be permitted entrance to the Exposition Hall, an organization or person(s) supplying goods and services to the interment, memorialization, cemetery management and funeral service industry must have contracted for booth space. Non-exhibiting firms and/or persons will not be permitted to conduct promotional or sales activities in the Exposition Hall. Anyone violating this policy will be escorted from the Exposition Hall and their registration credentials may be revoked. Fire Regulations Exhibitors agree to adhere to all Exposition Hall fire regulations in designing, setting up, and operating their exhibit. Gasoline or other flammable materials shall not be permitted in the Exposition Hall unless essential to either display or exhibit. In no case shall gasoline or other flammables be stored in the halls. Guest Passes Exhibitors wishing to bring visitors to the convention or into the exhibit hall have two options. Each booth exhibitor receives two (2) complimentary one-day guest passes. Each pass entitles a guest to visit the exhibit hall and attend all other educational sessions for a specific day. Additional one-day guest passes may be purchased at ICFA's Registration Desk. Exhibitors may also purchase Exhibit Hall Session Passes for $25 at the ICFA’s Registration Desk. Please note that guests using these passes may only visit the exhibit hall and not any of the educational sessions, and for that one specific session or time period. These passes are not intended for use by exhibiting personnel. Hanging Signs and Other Materials Exhibitors wishing to hang signs or other materials over their booth(s) must submit a written request to the attention of ICFA's Show Manager and Lesa Davis at Geo. E. Fern Co. for approval thirty (30) days prior to the convention. Geo. E. Fern Co. Service Center A Geo. E. Fern Co. representative will be available at the Service Desk during move-in and move-out times, all show hours as well as one hour prior to and one hour after the scheduled show hours, to address questions regarding orders and other services. Installation and Dismantling Exhibitors will be permitted to begin assembling their exhibits at 8 a.m. Tuesday, April 23. In all cases, booths must be substantially set up by 4 p.m. Wednesday, April 24, for inspection by the ICFA internal COO and/or the designated exposition manager to ensure compliance with the rules and regulations set forth in this prospectus. In the event an exhibit has not been properly set up by that time, the ICFA reserves the right to remove unsightly materials or to cover them in an appropriate manner at the exhibitor's expense. Exposed unfinished sides or exhibit backgrounds must be draped to present an attractive appearance. The exhibit will be inspected during the set up time and the decorator, with the approval of the show manager, will provide draping as deemed necessary. Any charges incurred will be the responsibility of the exhibitor. No set-up will be permitted during Exposition hours. Exhibitors who plan to hire the services of another exhibit service firm (other than the official service contractor, Geo. E. Fern Co.) must abide by the following rules: 1. They must notify ICFA by March 20, 2002, of the name, address and telephone number of the service firm, and the name of the supervisor in attendance. 2. The service firm must notify ICFA by March 20, 2002, of the names of all exhibiting companies for which it has orders and the names of all employees working on the show, and furnish proof that adequate insurance is maintained to cover possible liabilities. 3. Upon arrival at the exposition site, service companies must check in at the Exhibitor Registration Booth to receive permits to work on the exposition floor. The unpacking, assembly and dismantling of displays and equipment may be done by employees of the exhibiting company. Geo. E. Fern Co. will have skilled craftsmen available to perform these services if needed. Arrangements for all temporary labor should be made through Geo. E. Fern Co. Official labor order forms are included in the Exhibitor Service Kit. Please Note: Exhibitors bringing extra unregistered staff personnel to the site for the purpose of setting up their booth must furnish ICFA with a list of all such personnel four weeks prior to the show (March 20). Temporary badges (good only for move-in and move-out) will be issued on-site. Unregistered booth personnel not appearing on the list will not be permitted entry to the Exposition Hall. Dismantling: All exhibits must be removed from the exhibit area by the exhibiting company at its own expense no later than 6 p.m., Friday, April 26. If an exhibitor fails to remove its exhibit on this day, the ICFA may remove such exhibit to a storage warehouse at the risk and expense of the exhibitor, who shall pay any damage or expense incurred by the Association in removing the exhibit. No exhibit or part of an exhibit may be removed from the space allocated during the period of the exposition, except in cases of extreme necessity. Permission for such removal must be obtained from the internal COO of the ICFA or a designated representative. Any exhibit torn down prior to official closing time without permission from the internal COO of the ICFA or a designated representative will not accrue points for the current year. Insurance Exhibitors must make provisions for the safekeeping of their goods before, during and after the ICFA Exposition. Neither the ICFA nor the management of the Exposition Hall shall be responsible for any injury which may occur to an exhibitor or its representatives or employees, nor for the safety of any exhibit or other property against robbery, fire, accident or any other destructive cause. Insurance, if desired, shall be taken out by the exhibitor, who hereby agrees to hold the ICFA harmless and free from all damages or liabilities of any kind. Liability The exhibitor, on its own behalf and on behalf of its employees and agents, assumes entire responsibility and hereby agrees to protect, indemnify, defend and save the ICFA, Renaissance Orlando Resort, the official service contractor, and its employees and agents harmless against all claims, losses and damages to persons or property, governmental charges or fines, and attorneys' fees arising out of or caused by exhibitors' installation and removal, maintenance, occupancy or use of the exposition premises or part thereof, excluding any such liability caused by the sole negligence of Renaissance Orlando Resort, the official service contractor, its employees and agents. In addition, the exhibitor acknowledges that the ICFA and Renaissance Orlando Resort do not maintain insurance covering exhibitor's property and that it is the sole responsibility of the exhibitor to obtain business interruption and property damage insurance covering such losses by the exhibitor. All exhibitors are encouraged to obtain all risk coverage. This can be done by riders to existing policies, often at no extra cost. Restrictions on Sales Activities The purpose of the Exposition is strictly educational. The exhibitor agrees to refrain from delivering goods or receiving payment for goods and services during the Exposition. Retail selling is not permitted. Exhibitors may take orders or make arrangements for delivering goods or services at a later date. Outside Exposition and Activities During scheduled convention activities the exhibitor agrees, subject to expulsion from the show and its firm from convention functions and activities, not to exhibit its products or services or to directly promote or otherwise exploit its company, products or services outside the Exposition Hall. Exhibitor also agrees not to entertain convention attendees during exposition or convention program hours in a rental function room, hospitality suite, or other rented facility, or otherwise induce attendees away from the show or scheduled convention events. Payment Schedule Each application for exhibit space must be accompanied by a non-refundable deposit of $500 per booth and received by January 7, 2002, to be eligible for assignment under the cumulative point system (see Booth Applications and Assignments). Full payment for exhibit space is due March 20, 2002. Failure to pay the rental fee in full by this date will result in an automatic cancellation of this agreement. Under no circumstances will an exhibitor be allowed to set up an exhibit unless full payment of the rental booth(s) space has been received. Protection of Employees and Property Exhibitors agree to release and to protect and hold harmless the ICFA and its officers, directors and employees from any and all claims for damages, suits, etc.; for injuries to themselves, their representatives or employees; and for damage to property in their custody, owned or controlled by them, which claims for damages, suits, etc., may be incident to, arise from, grow out of, or be connected with their use or occupation of space. Protection of the Public Exhibitors must protect machinery and exhibits to ensure that no injury will result to the public, visitors, guests, employees or any other person or property. Exhibitors agree to protect and hold harmless the ICFA and its officers, directors and any employees for any and all claims which may result on account of injury, loss or damage sustained upon the space occupied by the exhibitors respectively, or on account of machinery and property under the control of such exhibitors or on account of negligence of exhibitors, their representatives, employees or agents. Security Service The ICFA will provide security on a 24-hour basis beginning at 8 a.m. on Tuesday, April 23, and concluding at 6 p.m. on Friday, April 26, but neither the Association nor Renaissance Orlando Resort will guarantee the exhibitors against loss or assume responsibility for fire, theft or other damage of any sort. Smoking Policy The ICFA has designated the exhibit hall a non-smoking area. Smoking will not be permitted any time during move-in, move-out or during dates of the convention. Soliciting by Non-Exhibitors Soliciting in any manner within the Exposition Hall by any supplier, individual, group, company or firm, within or outside the industry, is strictly forbidden unless said person, group or firm has contracted for rental of booth space with the ICFA. Any person, group or firm that has not contracted for booth space but is found soliciting in the Exposition Hall or elsewhere in the convention hotel will be required to forfeit their convention badge(s) to the ICFA and will be barred from the Exposition Hall, from all meeting and function rooms and other areas being used by the Association, and from all official activities of the convention. Those forfeiting convention badges will not be entitled to refunds of any registration fees or other monies paid to the Association. To be permitted to conduct promotional or sales activities in the Exposition Hall, an organization or person(s) supplying goods and services to the interment, memorialization and funeral service industry must have contracted for booth space. Non-exhibiting firms and/or persons will not be permitted to conduct promotional or sales activities in the Exposition Hall. Anyone violating this policy will be escorted from the Hall and their registration credentials revoked. Spanning Aisles No exhibit will be permitted to span an aisle by ceiling or floor covering. Subletting Space No exhibitor shall assign, subject or apportion the whole or any part of the space allotted to it, nor exhibit therein, nor permit any other person or party to exhibit therein, any goods other than those manufactured or handled by the exhibitor in the regular course of its business. Unoccupied Space The ICFA reserves the right to rent to any other exhibitor previously rented but unoccupied space after 1 p.m. on the opening date of the Exposition. Moreover, this clause shall not relieve the exhibitor who contracted for the booth space of the financial obligations to pay the full amount, or any portion thereof, of said rental fee, in the event that the ICFA is unable to rent the space at the same rental rate as agreed to by the entity originally assigned the space. Use & Care of the Exhibitor's Space Exhibitors agree that all products to be displayed are suitable to the funeral service, interment and memorialization industry. Booth space will be used only for display purposes and soliciting in the aisles will not be permitted. Each exhibitor shall care for, keep in good order and surrender the space occupied by it in the same condition as it was at the commencement of the occupation, ordinary wear expected. Daily maintenance is the responsibility of the exhibitor and not included in the cost of booth space. However, vacuuming service may be ordered through Geo E. Fern Co.       back to top