Rules & Regulations

Booth pricing does NOT include carpeting and basic booth furnishings or utilities. Carpeting or approved flooring IS REQUIRED FOR ALL BOOTH SPACES UNDER 20 X 20, or any booth 20 x 20 and greater that is not displaying a vehicle(s) or heavy equipment. Carpeting must cover the entire booth. You have the option of bringing in your own or renting from our show decorator, beginning July 23.

Our show decorator offers a “show special” package that includes carpeting, a draped table, two chairs, and a wastebasket for approximately $290 per 10 x 10 booth space. When ordered by itself, carpeting is approximately $201 per 10 x 10. Exhibitors may bring in their own carpeting or approved floor covering and furnishings. If exhibitors have not laid down carpet or approved flooring by 5:00 p.m., October 8, and did not notify The Expo Group of their flooring plans, they will be automatically charged for the carpet provided by The Expo Group. Details and ordering information will be sent to each exhibitor after confirmation of booth space.

Rules at a Glance: Exhibitors must agree to the following to participate!

  • Carpeting or approved flooring IS REQUIRED FOR ALL BOOTH SPACES UNDER 20 X 20, or any booth 20 x 20 and greater that is not displaying a vehicle(s) or heavy equipment. Carpeting must cover the entire booth. You have the option of bringing in your own or renting from our show decorator (beginning July 23).
  • The booth must be staffed by at least one person at all times during show hours.
  • Any food or drink brought into the hall or served from the booth must be approved by The RK Culinary Group, the exclusive caterer for the Henry B. Gonzalez Convention Center. Please contact The RK Culinary Group before making any arrangements regarding food at your booth space.
  • Late setup is prohibited.
  • Early breakdown is prohibited.

Exhibits not conforming to these specifications – or exhibits that in design, operation, or otherwise are objectionable in the opinion of management – will be prohibited.

TML limits the use of exhibit spaces to firms whose business is consistent with the goals and objectives of TML and that further the purposes of the TML Annual Conference and Exhibition. TML reserves the right to deny participation to any exhibitor at anytime. It is the responsibility of the exhibitor to see that the booth is staffed at all times during the exhibition hours and that all business activities are conducted within the exhibitor’s allotted space.

Show Management

Julianna Campbell (julianna@tml.org, 512-231-7466) has been appointed by the Texas Municipal League as Show Management for the TML Annual Conference and Exhibition. The Exhibitor Rules and Regulations and all points not covered in the Exhibitor Rules and Regulations regarding the 2019 TML Annual Conference and Exhibition are subject to the decision of Show Management.

Furnishing Your Booth

Booth pricing does NOT include carpeting and basic booth furnishings or utilities. Carpeting is required for all booth spaces under 20 x 20 and must cover the entire floor of booth. Our show decorator offers a “show special” package that includes carpeting, a draped table, two chairs, and a wastebasket for approximately $290 per 10 x 10 booth space. When ordered by itself, carpeting is approximately $201 per 10 x 10. Exhibitors may bring in their own carpeting or approved floor covering and furnishings. If exhibitors have not laid down carpet or approved flooring by 5:00 p.m., October 8, and did not notify The Expo Group of their flooring plans, they will be automatically charged for the carpet provided by The Expo Group. Details and ordering information will be sent to each exhibitor after confirmation of booth space.

Internet/ Wi-Fi

Internet access is NOT included with the booth space. Internet service can be ordered through Smart City, the exclusive internet provider for the Henry B. Gonzalez Convention Center. If you require Internet access for your exhibit and need an estimate, please contact TML before reserving your booth space.

Height Restrictions

Standard/ Linear Booth– Exhibitors should keep the front half of their booth clear of anything over 4 ft. high so as not to block the view of adjacent booths. The back half of the booth display shall maintain a maximum height of 8 ft. Display materials should be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors. This regulation will be enforced on the show floor.

*A Perimeter Booth- is a standard booth that backs to an outside wall rather than to another exhibitor. All guidelines are same as Standard Booths, except maximum back wall height is 12 ft.
Click here to view an example of a Perimeter Booth.

Corner Booth– all guidelines for Standard/ Linear Booths apply to Corner Booths.
Click here to view examples of Standard and Corner booths.

End-Cap Booth- The maximum back wall height of 8 ft. is allowed only in the rear half of the booth space and within 5 ft. of the two side aisles, with a 4 ft. height restriction imposed on all materials in the remaining space forward to the aisle.
Click here to view an example of an End-Cap booth.

Peninsula Booth- When a Peninsula Booth backs up to two Standard booths, the back wall is restricted to 4ft. high within 5 ft. of each aisle, permitting adequate line of sight for the adjoining Standard booths. Maximum height allowed is 16 ft. Double-sided signs, logos and graphics shall be set back 10 ft. from adjacent booths.
Click here to view an example of a Peninsula booth.

Island Booth- Maximum allowable height is 16 ft., including signage.
Click here to view an example of an Island booth.

Product demonstrations, audio visual, and other sound and attention-getting devices and effects are permitted, but only within the confines of the individual booth and should not interfere with the activities of neighboring exhibitors.

Catering

If you plan to distribute food or drink of any kind as part of your exhibit display, you will first need to contact The RK Culinary Group, the exclusive caterer for the Henry B. Gonzalez Convention Center.

Subletting of Space

Exhibitors may not assign, sublet, or apportion the whole or any part of the space allotted to them, and may not advertise or display goods or services other than those manufactured or sold by them in the regular course of their business.

Installation Times

Please see the schedule for setup and breakdown times. All exhibitor displays must be completely installed within the time designated by show management.

Late Setup is Prohibited. Exhibitors must be completely set up by 10:00 a.m., Wednesday, October 9, or the space shall be deemed abandoned by the exhibitor. Show Management has the right to rent abandoned space to any other exhibitor or use the space in another manner without any obligation to the exhibitor.

Early Breakdown is Prohibited. Exhibitors should plan to stay set up in the exhibit hall until 10:30 a.m. on Friday, October 11, as we will be open for business until that time. Breaking down early is against the rules of the exhibit space contract, bad for business and dangerous for attendees and fellow exhibitors. Any exhibitor that does not participate on the final day of exhibits and breaks their booth down prior to Friday, October 11, will be subject to a fine of $250.

Exhibitors with their booths remaining set up and staffed until 10:30 a.m. on Friday, October 11 will be entered into a drawing for the first 10 booth selections for 2020.

Security

TML will provide 24-hour security service in the exhibit hall throughout the installation, show, and dismantling period. However, TML will not be responsible for the safety of the property or the exhibitor, its agents, or employees, from theft, damage by fire, accident, or any other cause. The exhibitor is required to provide all insurance and/or policy riders to cover all booth contents. The property of each exhibitor shall be at all times the responsibility of each exhibitor.

Official Service Contractor

The Expo Group is the official service contractor for the Texas Municipal League Annual Conference and Exhibition. Complete information on decorating, drayage, carpeting, furniture rental, electrical services, signs, shipping, telephones, plumbing, cleaning, and other services, including a fixed schedule of prices, will be included in the Online Exhibitor Service Manual provided to you by The Expo Group after your booth space has been confirmed. Exhibitors who plan to use a service contractor other than the official contractor for the above services must notify TML. The service contractor must provide proof of insurance, as well as the name of the permanent personnel who will be working the show.

Approved Vendors

Exhibitors are often solicited by companies claiming to be, but not approved by, TML. The following are approved companies or individuals that you can expect to hear from while preparing for the TML Annual Conference and Exhibition:

  • Julianna Campbell and Gray Bulman, Texas Municipal League
  • The Expo Group
  • EAX Worldwide, LLC
  • Smart City (with the Henry B. Gonzalez Convention Center)
  • The RK Culinary Group (with the Henry B. Gonzalez Convention Center)

Exhibition Cancellation or Postponement

Exhibitors can cancel their booth space by July 10 and receive a 50% refund. There will be no refund on cancellations after this date.

If circumstances make it impossible for TML to proceed with all or any part of the Exhibition during the dates specified, the exhibitor(s) will be charged pro rata for the space only for the period it was occupied, or could have been occupied, and TML is released of any and all claims for damages arising thereof.