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ICFA 2005 Exhibitor Prospectus March 30 - April 1, 2005 Las Vegas Hilton Las Vegas, Nevada Introduction Exposition Schedule Booth Prices Exhibit Applications and Assignments What's Included in the Price of Your Booth? Exposition Specifications Booth Construction Guidelines Exposition Rules and Regulations Download Exhibit Hall floor plan Download Booth Space Application Contract and Form Download Exhibitor Personnel Form Download Hotel Reservation Form Download Expo Deadlines Checklist Unable to download these forms? Try installing Adobe Acrobat Reader. For more information, e-mail the ICFA Exhibits Manager or call 1-800-645-7700. Check out the ICFA 2005 Annual Convention & Exposition Program Introduction Following the success of our 2003 and 2004 Expositions, the ICFA Exposition returns to Las Vegas in 2005. Historically the most successful venue for our trade shows, Vegas promises to offer another great draw for exhibitors and attendees alike. For the past two years, we've had a sold-out Exhibit Hall with a waiting list. This year's Convention and Exposition promotions have started early, so reserve your booth now! The ICFA Expo: A Simple Formula The ICFA Expo has gained quite a reputation: "productive," "fun," "must-attend." Our formula is simple, really. We offer affordable booths and attentive customer service to exhibitors. We offer a quality, business-oriented educational program for attendees. We bring all of you together in the same room, give you free food and drink, and ensure plenty of uninterrupted time to talk, network and do business. Make your plans today to be a part of this exciting event! The 2005 Convention educational program focuses on the future of the cemetery and funeral service profession and is strategically designed to attract decision-makers at independent companies. The ICFA Expo will be held in the same room as our general session. This set up has been extremely popular among our attendees and exhibitors alike, as it allows for continuous, highly productive networking. Las Vegas is a major destination city and is consistently one of the ICFA's most exciting Convention venues. The numbers speak for themselves. Take a look at the ICFA 2003 Las Vegas Convention and Exposition results: 564+ cemeteries, funeral homes and related businesses were represented. 93 percent of those attendees were independent owners and operators. Exhibitors rated the overall Exposition an average 8.75 on a scale of 1 to 10. The Convention Planning Committee has put together this year's program earlier than ever, meaning more time to promote the event and maximize attendance. The entire ICFA Expo is set up to attract your potential customers into the hall and keep them there! We hold no competing programming during Expo hours and we provide continuous free food and beverage service throughout. This is unique to the ICFA show, and our exhibitors thank us year after year for this attention to detail. The ICFA's registration fees are the lowest in the industry! We're once again keeping our booth prices at the same rate as they have been for the past six years. Exposition Schedule Tuesday, March 29 8:00 a.m. - 5:00 p.m. Move-in/Set-up Wednesday, March 30 8:00 a.m. - 4:00 p.m. Move-in/Set-Up 4:00 - 5:30 p.m. Show Management Inspection 5:30 - 6:00 p.m. First-Timers Reception 6:00 - 8:00 p.m. Grand Opening Reception Thursday, March 31 12 noon - 3:00 p.m. Lunch at the Expo 5:00 - 7:00 p.m. IMSA Exhibitors' Reception Friday, April 1 11:00 a.m. - 2:00 p.m. Brunch With Exhibitors 2:00 - 6:00 p.m. Teardown/Move-Out Booth Prices Download the Exposition floor plan for information on booth locations. Conventional Booth (10' x 10') ICFA Member: $920 Non-Member: $1,195 Premier Booth (10' x 10') ICFA Member: $1,200 Non-Member: $1,460 Exhibit Applications and Assignments Applications for booth space are to be accompanied by a non-refundable deposit. No requests for exhibit space will be accepted by telephone. All applications received by December 15, 2004, will be assigned on a cumulative point system. (See Rules and Regulations) Notification of assignments will be mailed in January for all applications received by December 15. Applications received after December 15 will be assigned on a first-come, first-served basis as space permits, after initial assignments have been made. In order to complete the assignment process on time, the ICFA cannot call any exhibitor if their request for space is not available. 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 December 15) 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? Your booth rental provides your company's representative(s) with exclusive admission to the Expo Hall, all Expo functions, all non-ticketed Convention educational sessions and functions and all food and beverage functions in the Exhibit Hall. In addition, it includes the following: Security Guard Service: Twenty-four-hour security from move-in through move-out. Non-Competitive Expo Hours: ICFA educational sessions will not be scheduled during Expo hours, in order for you to have every buyer's undivided attention. 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 January 18, 2005, will be highlighted in the March/April onsite issue of International Cemetery & Funeral Management magazine, including product description and booth number. This issue receives wide distribution both at the Convention and through the mail to 6,000+ additional customers. Exhibitors Directory Listing: Attendees receive a directory of exhibiting companies. This directory will be based on information taken from the Booth Space Applications and Contracts received and processed by February 4, 2005. Attendee Directories: Exhibitors receive electronic files of contact information for all Convention attendees. The initial file is sent several weeks prior to the Convention to allow exhibitors to conduct promotional mailings to those who have pre-registered. An updated file is sent after the Convention for post-Convention mailings. 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, if applicable. Any alterations made to the standard 8' height dimension (where permitted) will be at the exhibitor's own expense. Registration for Exhibitor Personnel: Each exhibiting firm will receive two complimentary registrations per booth purchased. Registrations include admission to the Expo Hall, all Expo functions, all non-ticketed Convention educational sessions and functions and all food and beverage functions in the Exhibit Hall. Booth rental does not include admittance to remaining ticketed functions and activities noted as such on the Exhibitor Personnel form. Individual tickets may be purchased for those special functions. Exhibit Hall Passes: Suppliers may purchase $25 Exhibit Hall Session Passes for local clientele. Exposition Specifications Rules: This Exhibitors’ Prospectus is part of the Booth Space Application/Contract for the 2005 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. Carpet: The Hilton Center is carpeted. Ceiling Heights: The ceiling height within the hall is 24' 9''. Official Show Colors: The official show colors will be navy blue and lime green draping. Decorator: ICFA’s Official Decorator for the 2005 Annual Convention and Exposition is Geo. E. Fern Co. Our contact is Maggie Lewis at (615) 256-0357. 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, Friday, April 1. 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. Loading/Unloading: You will offload your freight onto street level, go through the freight doors and into the Hilton Center, all on street level. There are no platforms, ramps, etc. There are two freight doors. Each one is 18' 1'' tall and 22' wide. 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 carpet caused by the move-in or move-out of their display. 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. Location: The Exhibit Hall is the Hilton Center at the Las Vegas Hilton, 3000 Paradise Road, Las Vegas, NV, 89109-1287. All general sessions and food functions will be held in the Hilton Center. Exhibitor's Service Kits: Exhibitor’s Service Kits, listing available services, electrical equipment, booth furniture and decorating materials, together with forms, will be e-mailed to exhibitors in January. The completed forms should be returned to the appropriate service company by the specified date. Please be sure to include your email address on the application form. Shipping Instructions: All materials must be shipped to and handled by Geo. E. Fern Co. No exhibitor material will be accepted by the Las Vegas Hilton 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 _____ Roadway c/o Geo. E. Fern Co. ICFA Convention 2303 Losee Road N. Las Vegas, NV 89030 No. of Pieces _____ Carrier _____________________ Travel and Accommodations: A Hotel Reservation Form can be downloaded here. The cut-off date for making reservations at the Las Vegas Hilton is February 18, 2005. Please remember to identify yourself as an ICFA attendee to obtain the discounted rate. Las Vegas Union Information: Exhibitors may set up their own booths with their own full-time employees. Teamsters Union claims jurisdiction on the erection, touch up, dismantling and repair of all exhibits when this work is done by persons other than your full-time employees. Teamsters' jurisdiction does not cover the placement of your products on display, the opening of cartons containing your products or the performance, testing, maintenance or repair of your products. Teamsters has jurisdiction over unloading and loading trucks, trailers and common and contract carriers as well as the handling of empty crates and the operation of material handling equipment. Exhibitors may hand carry material if they do not use material handling equipment; they will not have access to loading docks or freight door areas if they do this. Vehicles for Display: 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 (615) 256-0357 for more information. Floor/Weight Limitations: The Hilton Center is on street level. There are no weight limitations. 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 ICFA Exhibit Manager Nadira Baddeliyanage 1895 Preston White Drive Suite 220 Reston, VA 20191 1-800-645-7700, ext..225 nadira@icfa.org Geo. E. Fern Co. Maggie Lewis 125 Fernco Drive Nashville, TN 37207 (615) 256-0357 Fax: (615) 256-0490 Booth Construction Guidelines Standard Booths View diagram Standard Booths have only one side exposed to an aisle and are generally arranged in a series along a straight line. They are also called "in-line" booths. Standard Booths are most commonly 10' wide and 10' deep. A maximum backwall height limitation of 8' is generally specified. Regardless of the number of Standard Booths utilized (e.g. 10' x 20', 10' x 30', 10' x 40', etc.), display materials should be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors. The maximum height of 8' is allowed only in the rear half of the booth space, with a 4' height restriction imposed on all materials in the remaining space forward to the aisle. (Note: When three or more Standard Booths are used in combination as a single exhibit space, the 4' height limitation is applied only to that portion of exhibit space which is within 10' of an adjoining booth.) Corner Booths A Corner Booth is a Standard Booth exposed to aisles on two sides. All other guidelines for Standard Booths apply. Perimeter Booths View diagram A Perimeter Booth is simply a Standard Booth that backs to a wall of the exhibit facility rather than to another exhibit. All guidelines for Standard Booths apply to Perimeter Booths except that the typical maximum backwall height is 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 exposed to aisles on three sides and composed of a minimum of four booths. It may or may not have a second story as depicted in diagram. A Peninsula Booth is usually 20' x 20' or larger. When a Peninsula Booth backs up to two Standard Booths, the backwall is restricted to 4' high within 5' of each aisle, permitting adequate line of sight for the adjoining Standard Booths. A maximum height of 16', including signage for center portion of the backwall, will be permitted based on ICFA Show Management receiving a written proposal 60 days prior to the show. Island Booths View diagram An Island Booth is four or more Standard Booths exposed to aisles on all four sides. It may or may not have a second story, as depicted in diagram. An Island Booth is typically 20' x 20' or larger, although it may be configured differently. A maximum height of 16', including signage, will be permitted based on ICFA Show Management receiving a written proposal 60 days prior to the show. Sufficient see-through areas must be provided to prevent blocking views of adjacent exhibits. Rules for Exhibitors 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 impractical 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 without liability. 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 obtained by calling 1-800-645-7700. 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 February 18, 2005, 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 February 18, 2005, 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 deposit be refunded. Cancellation, Interruption, or Postponement of the Exposition: 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, strikes, 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 teardown. 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 at the Annual Convention. Exhibitors will accrue one point for each table top display utilized at ICFA’s Small Cemetery and Funeral Management Conference and the Annual Convention & Exposition. 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 December 2003 through November 2004 will be credited toward the 2005 point system. 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. Exhibit Hall Passes: Exhibitors wishing to bring visitors to the convention or into the exhibit hall may 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 may visit the hall only for that one specific session or time period. These passes are not intended for use by exhibiting personnel. 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 March/April onsite convention issue of International Cemetery & Funeral Management magazine. The description should be a maximum of 60 words and factual and is to be submitted by January 18. 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 by using the Exhibitor Personnel Form. 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 February 18, 2005. 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 cemetery, funeral service, cremation and memorialization 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. Force Majeure: If any part of the Las Vegas Hilton is destroyed or damaged by any cause that renders the holding of this Exposition impossible, the performance of this agreement is excused. However, exhibitors shall be liable for all fees due under this agreement which have accrued as of the time of termination. However, if such impossibility of performance is due to the acts or omissions of any exhibitor, then the party responsible for such acts or omissions shall be liable for the full amount hereunder in addition to charges for related claims and damage. Exhibitor hereby waives any claim for damages or compensation from the ICFA or the Las Vegas Hilton on account of such termination. 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. 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 Geo. E. Fern Co. for approval thirty (30) days prior to the convention. Installation and Dismantling: Exhibitors will be permitted to begin assembling their exhibits at 8 a.m. Tuesday, March 29. In all cases, booths must be substantially set up by 4 p.m. Wednesday, March 30, 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 February 18, 2005, 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 February 18, 2005, 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 Desk 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 by February 18, 2005. 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 1. 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, the Las Vegas Hilton, 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 the Las Vegas Hilton, the official service contractor, its employees and agents. In addition, the exhibitor acknowledges that the ICFA and the Las Vegas Hilton 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. 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 December 15, 2004, to be eligible for assignment under the cumulative point system. Full payment for exhibit space is due February 18, 2005. 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, March 29, and concluding at 6 p.m. on Friday, April 1, but neither the Association nor the Las Vegas Hilton 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 Association 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 cemetery, funeral service, cremation and memorialization 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 cemetery, funeral service, cremation 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. Stand out from the crowd by advertising in International Cemetery & Funeral Management magazine—the only official publication of the ICFA. ICFM provides excellent opportunities to reinforce your company’s marketing strategy. Read by 6,000+ industry decision makers, ICFM’s recognized highest-quality editorial content ensures strong reader interest—including virtually everyone who will attend the Expo. For complete pricing information and to place an insertion order, please call the ICFA Supplier Relations Manager at 1-800-645-7700, extension 225. The deadline to reserve space for the 2005 Convention Program Issue (January 2005)—which will have a bonus circulation of 12,000 + issues—is November 22. Check out ICFM on the Web Take center stage by participating as Annual Convention & Exposition sponsors. Sponsorships are available at a wide range of levels and strategically spotlight your company. Sponsors will be recognized in the Convention onsite program, on signage and in the March/April Onsite Convention Issue of International Cemetery & Funeral Management magazine. For information on becoming a sponsor, please contact the ICFA Meetings Department at 1-800-645-7700. The deadline to become a sponsor is February 2. back to top