The Exhibitor's Contract is available below.

You may also download the contract (requires Adobe Acrobat Reader).

To make your reservations please contact María Inés Soto at (787) 758-8001 or msoto@prhta.org.

Dear Colleagues in the Hospitality Industry:

At last, here's the event of the year you have been waiting for!

The Puerto Rico Hotel & Tourism Association will hold its 20th Annual Convention and Hospitality Expo del Caribe Trade Show from September 19, 20 & 21 at The Westin Rio Mar Beach Golf Resort & Spa, in Rio Grande, Puerto Rico.

This convention promises to be one of the most extraordinary social and networking events ever. We have gathered a number of outstanding speakers who will be covering diverse topics such as quality service and trends in the hospitality industry, among others. To ensure maximum participation of decisionmakers, we have planned a special luncheon and trade show preview exclusively for hotel and restaurant general managers and buyers, as well as exhibitors and sponsors like you. You should not miss this great opportunity. Come and be a part of this exciting event. We will have more than 125 exhibit spaces available. Attached is a copy of the exhibition facilities' floor plan and the exhibitor’s contract.

Reserve your booth space now. Send a check or money order payable to the Puerto Rico Hotel & Tourism Association, for the full amount. Major credit cards are also accepted.

If you need more information about becoming a member, the trade show, and / or the convention, please call María Inés Soto at (787) 758-8001.

I'm looking forward to welcome you as an exhibitor at the Hospitality Expo del Caribe Trade Show.

Sincerely,
Clarisa Jimenez
Executive Director & CEO

If you're wondering what you get as an exhibitor from all these activities, here are a few of the benefits:

• Demonstrate and promote your products and services
• Face-to-Face business opportunities unparalleled in the hospitality industry
• Networking with your colleagues and make business contacts with industry's decision-makers
• Educate your customers
• We provide the most complete forum of experts offering seminars on the latest issues affecting the industry

Show Information:

Hospitality Expo and Trade Show September 19, 20 & 21 at The Westin Rio Mar Golf Resort & Spa

Purpose

The purpose of Hospitality Expo Del Caribe (A Hotel and Restaurant Equipment and Supply Exposition), hereinafter referred to as Hospitality Expo, is to bring together equipment manufacturers, distributors, material suppliers, services,transportation companies, communications, and business or industryrelated entities, to display products, materials and services and facilitate discussion with the decision makers of the hotel and restaurant industry.

Terms and Conditions

Exhibitors shall be bound by the Terms and Conditions set forth herein and by such amendments or additional terms and conditions which may be established by Hospitality Expo management. Reference to Hospitality Expo management herein shall be deemed to include producer, sponsor, exhibit manager, and any duly authorized representative, agent or employee of the foregoing.

Show Hours

Exhibits will be open during designated hours, beginning Tuesday, September 19, through Wednesday, September 20.

Tuesday September 19th	2:00 PM - 9:00 PM
Wednesday September 20st	2:00 PM - 9:00 PM

Exhibit Space

arrangement is shown on the Exhibit Floor Plan. Dimensions and location of each space are believed to be accurate, but are only warranted to be approximate.

Booth Fees

Fees
Booth size: 8'x10'
Members: $1,950.00
Non-members: $2,100.00

Space is rented to exhibitors on a first-come, first- served basis. To be considered reserved, the Association must receive full payment and the signed contract. Booths cannot be held without accompanying payment.

It is explicitly agreed by the exhibitor that in the event he/she fails to pay full space rental fee by the time specified, or fails to comply with any other provisions concerning its use of exhibit space, Hospitality Expo shall have the right to lease the space or any part thereof to such parties and upon such terms and conditions as Hospitality Expo may deem proper. In the event that it is found impossible to lease said space, Hospitality Expo reserves the right to use said space in any manner deemed expedient, in which case, the rental fee paid for said space shall be deemed to be liquidated damages from the defaulting exhibitor.

Installation & Dismantling

Installation hours for display are from 7 am to 7:00 p.m. on Sunday, September 17th. This is the only time allowed for installation. All displays must be ready for the Trade Show's exclusive previewopening by 5:30 pm on Monday, September 18th.

Management will not allow any moving of exhibits after the opening of the show.

Removal of exhibits may begin at 7 am on Thursday, September 21st. For security reasons this is the only time allowed for dismantling and must be completed no later than midnight the same day. Materials left at the exhibit after midnight will be disposed of at the discretion of The Westin Rio Mar Beach Golf Resort & Spa. No exhibitor shall have the right to pack or remove articles or exhibits, prior to the stated final closing time of the event.

Arrangements of Exhibits

Booths are as standard as indicated on the Exhibit Floor Plan. Booth space is 8'x 10' and comes equipped with an 8'-high drapery back wall, 3'-high side dividers, one five-ampere electrical outlet, and air conditioning. No exhibit decoration may block the view of another exhibitor's booth from any angle.

Limitation of Liability

Exhibitor agrees to protect, save and keep Hospitality Expo, Puerto Rico Hotel & Tourism Association and The Westin Rio Mar, forever harmless from any damage from negligence of the exhibitor -- or those holding under the exhibitor. He/she also agrees to strictly comply with the applicable terms and conditions contained in the agreement between The Westin Rio Mar and PRHTA regarding the exhibit premises. Furthermore, exhibitor shall at all times protect, indemnify, save and keep harmless Hospitality Expo and PRHTA, as well as their representatives and employees against and from any and all loss, cost, damage, liability or expense arising from, or out of, or by reason, of any accident or other occurrence to anyone, including exhibitor, its agents, employees and business invitees, which arise from or by reason of said exhibitor’s occupancy and use of the exhibition premises or a part thereof.

Insurance

All exhibitors' property is understood to remain under its custody and control while in transit to, from or within the premises of the exhibit area, subject to the terms and conditions of Hospitality Expo. Exhibitors are advised to carry insurance to cover exhibit material against injury to persons or the property of others. Hospitality Expo will provide security guard service through the general area of the exhibition including during installation and dismantling. The furnishing of such service is in no case to be understood or interpreted by exhibitors as guaranteeing them against loss or theft of any kind.

Limitations to Exhibitors

• Use of objectionable amplifying or lighting equipment is strictly prohibited.
• No music is allowed; video and other sounds must not be audible outside booth area.
• Live animals are strictly prohibited at the exposition or its premises.
• All activities must be confined to the contracted booth area.
• Strolling entertainment or distribution of samples and advertising materials outside booth's area is not allowed.
• Exhibitors must guarantee models or artisans' appearance and outfits do not offend even the most critical.
• Exhibitors may not schedule private functions or events that conflict with officially scheduled PRHTA events or Trade Show areas.
• Electrical or other mechanical apparatus must be muffled so noise does not interfere with other exhibitors.
• Combustible decoration, such as crepe paper, tissue paper, cardboard or corrugated paper is strictly prohibited at all times. All packing containers, excelsior and wrapping paper must be removed from the floor and must not be stored under the tables or behind displays.
• Muslin, velvet, silken or any other cloth decorations must stand a flameproof test as prescribed by the fire ordinance of San Juan, Puerto Rico.
• Volatile explosives or other inflammable matter, or any substances prohibited by law or insurance carriers, is not permitted on the premises.
• Distribution of material and samples other than professional literature and products is strictly prohibited.
• Canvassing, distributing advertising material outside the exhibitor’s own space and solicitation of business or conferences in the interest of business are not permitted, except for exhibiting firms.
• Exhibits must conform strictly to the Terms and Conditions as indicated in this contract.
• The Hospitality Expo reserves the right to restrict any exhibit that might be considered undesirable. This restriction includes articles, conduct, models’ outfits, printed material, or anything objectionable to the Exhibit as a whole.
• All points not specifically covered are subject to the decision of Hospitality Expo.

Number of Booth Personnel

Exhibitors are allowed five people working at the booths. Additional personnel will have to pay $10 entrance fee.

Badging & Registration Fees

Exhibitors must give the names of people working at the booths. Badges will be given to the exhibitors after booth space has been assigned.

Badge Swapping Among Personnel is Strictly Prohibited

Individuals registered, as regular members of PRHTA will not be permitted to participate in an exhibit booth unless counted in the allotment of booth personnel.

Authority

Hospitality Expo and its management have the power to adopt and enforce all show attendance rules, regulations, terms and conditions with respect to the kind, nature, and eligibility of exhibitors adopted by it or set forth herein. Its decision on any matter that may arise hereunder shall be final.

Exhibit Management

The words "Exhibit Management" or "Management" as used herein shall mean Hospitality Expo or its agent, acting for it in managing the exhibits.

Subletting

No exhibitor shall assign, sublet, or apportion the whole or any part of the space allotted, nor exhibit therein any other goods than those manufactured or sold in the regular course of business by the exhibitor, or permit the solicitation of business by others within his/her space.

Termination of Exhibition

In the event the premises where the exhibition is being held, in the sole determination of Hospitality Expo, becomes unfit for occupancy or is substantially interfered with by reason of picketing, strike, embargo, injunction, act of war, act of God, fire, emergency declared by any governmental agency or by virtue of any other act beyond the control of Hospitality Expo, this agreement may be terminated by Hospitality Expo.

In the event of such termination, the exhibitor waives any and all damages and agrees that Hospitality Expo may, after deducting all costs and expenses -- including a reserve for claims -- refund the exhibitor, as and for complete settlement and discharge of all said exhibitor’s claims and demands, its pro-rata share of the remaining net balance of all funds.

Cancellation of Exhibit Space

Once an exhibitor's contract is signed, the exhibitor will have up to 3 weeks to submit full payment for the reserved space. If full payment is not received within said term, the PRHTA will not guarantee the reserved space. Likewise, if an exhibitor notifies Hospitality Expo management, no later than July 15, 2006 that it will not occupy and use exhibit space under contract, Hospitality Expo will refund all sums paid by the exhibitor in excess of the $200 penalty fee. There will be NO REFUNDS after July 15, 2006.

Booth Identification

Exhibitors may provide one I.D. sign for each booth.

Booth Furnishings

The contractor designated by Puerto Rico Hotel & Tourism Association will handle all decorations and furnishings. A complete exhibitor’s service kit will be mailed to exhibitors 30 days prior to the show. Orders for furnishings, services, utilities, etc. should be placed by the set deadlines on the order forms.

Shipping Instructions

Shipments must be pre-paid and a copy of the bill of lading forwarded to the exhibitor’s contractors. The exhibitor’s services kit will contain complete shipping instructions and applicable rates.