To Prospective Exhibitors:

The Deaf and Hard of Hearing in Government (DHHIG) organization extends an invitation to your organization/company to participate as an exhibitor at our 2009 National Training Conference in Gallaudet University Kellogg Conference Hotel from May 5-7, 2009.

The theme of our conference is “Climbing Ladders of Opportunity.” We believe this theme serves as an appropriate backdrop for this conference given that deaf and hard of hearing individuals are now seeking opportunities more than ever before in their respective career fields throughout all levels of government and business employees.

Come to Washington, DC and participate in this excellent opportunity to showcase your business or organization to key decision-makers, including Deaf, Hard of Hearing, Deaf Blind, and hearing individuals who are government professionals, leaders, and consumers. Exhibitors can not only display, but also SELL their products at our new (nonfederal) location. Conference attendees include primarily federal employees and their co-workers from all over the United States who are continually seeking tools and innovative products that may help improve their daily job performance, career advancement, and quality of the workplace. With Section 504/508 rules firmly in place, the federal government and all levels of state and local government represent an ever-expanding technological market.

We certainly hope you will join us in what promises to be a very exciting conference. Detailed information on the exhibition set-up will be forthcoming, but if you have any questions or concerns, please feel free to contact us anytime by email at ntcexhibits@dhhig.org.

We would be very excited to have you at our conference!

Cheers,
Dominic Vera, Exhibition Co-coordinator
Matthew Lockhart, Exhibition Co-coordinator

DHHIG invites you to participate as an exhibitor at the biannual NTC 2009, proven to be one of the most popular expositions of deaf-related products and services for the federal government and all levels of state and local government. The conference will take place at Gallaudet University Kellogg Conference Hotel, Washington, DC from May 5–7, 2009. The theme is “Climbing Ladders of Opportunity”. Sessions will focus on the employment, advancement, and retention of government employees who are Deaf and Hard of Hearing, as well as enhancing mutual cultural respect and working relationships with hearing colleagues.

The NTC 2009 is excellent opportunity to showcase your business or organization to key decision-makers, including Deaf, Hard of Hearing, Deaf Blind, and hearing individuals who are government professionals, leaders, and consumers. Exhibitors can not only display, but also SELL their products at our new (nonfederal) location. Conference attendees include primarily federal employees and their co-workers as well as state and local government employees from all over the United States who are continually seeking tools and innovative products that may help improve their daily job performance, career advancement, and quality of the workplace. With Section 504/508 rules firmly in place, the federal government and all levels of state and local government represent an ever-expanding technological market.

The cost is $300 for one day, $400 for two days and $500 for three days. The two days can be either Tuesday and Wednesday or Wednesday and Thursday. One 3 by 6 foot draped table will be provided with two chairs, two personnel badges with exhibitor ribbons, and receive one copy of the conference program book. Due to space constraints at the conference site, we strongly encourage you to fill out the form to reserve a booth as early as possible. As soon as we receive your exhibit registration form, we will send you a confirmation letter with additional information, such as the facility address and your table assignment. The deadline for submission is Friday, March 27, 2009.

DHHIG will list your company on the Conference website under the Exhibitors Listing link. More information will be added as it become available.

To learn more about having a booth at the NTC 2009 Conference, please visit our pages: Exhibitor Information Package.

To learn more about visiting an Exhibitor booth at the NTC 2009 Conference, please visit our pages: Exhibit Hall.

You can now register online by clicking here.

If you have questions or concerns regarding participating as an exhibitor, please feel free to contact Dominic Vera and Matthew Lockhart at ntcexhibits@dhhig.org.

We look forward to having you join us this year. Thank you.

Exhibit Hall Only Badges

The Exhibit Hall is open from 8:30 a.m. to 5:00 p.m. on Tuesday to Thursday, May 5-7, 2009. Exhibit Hall Only Badges allow entrance to the main lobby, Gallaudet University Kellogg Conference Hotel on any of the three days of the exhibition: Tuesday, Wednesday, or Thursday.

Booth Reservations: Instructions

To reserve a booth, please read Exhibitor Rules & Regulations; and fill out the Exhibit Contract Form via online or download the Microsoft Word document. Space will be assigned after the application, along with payment, is received. Booths will be granted on a first come, first serve basis. Additional information will be sent in your letter of confirmation or it may be faxed to you upon receipt of the enclosed form. You may fax a complete 2009 NTC Conference Contract form to 1-877-813-4313 with Attention: 2009 NTC Exhibits Co-coordinators.

Mail completed application and full payment to:
Deaf and Hard of Hearing in Government (DHHIG)
2009 NTC Conference Exhibit
c/o Dominic Vera, Exhibitor Coordinator
P.O. Box 76087
Washington, DC 20013-6087

Check should be made payable to "Deaf & Hard of Hearing in Govt., Inc."

Booths: Selling

DHHIG is pleased to announce that booth representatives may sell their products at their booth in the exhibit hall at Gallaudet University Kellogg Conference Hotel. The exhibit hall is open to the public and there will be opportunities to sell to the local deaf and HoH community in addition to those who attend the NTC 2009.

Booth Assignments

Exhibit booth space will be assigned, taking into consideration the following:

• Submission date of application and full payment
• Sponsor status
• Type of business or service

Booth Package

The basic exhibitor package for the NTC 2009 includes a single 3 by 6 foot draped table with two chairs, and a 25 word profile on our DHHIG Website. Furnishings, electricity, phone lines, etc. are not included in the price of the booth. Exhibitors will be listed and receive one copy of the Conference program book and up to two personnel badges with exhibitor ribbons for the exhibit area.

Conference/Exhibit Location

Exhibits will be located at Gallaudet University Kellogg Center Hotel in Washington, DC.

Exhibit Booth Rates

• One day: $300 (Tuesday or Wednesday or Thursday)
• Two days: $400.00 (Tuesday and Wednesday or Wednesday and Thursday)
• Three days: $500.00

Interpreting Services

NTC can help to secure dedicated interpreting services for your booth, at a charge. If you are interested, contact Jeff Padon, Reasonable Accommodations Coordinator by email at ntcra@dhhig.org.

Cancellation of Exhibit Contract

Should a Sponsor or Exhibitor wish to cancel this contract, the refund schedule is as follows: 1) Notification of cancellation of contract on or before March 27, 2009 – refund of 100% of total contracted costs; 2) Notification of cancellation of contract after March 27, 2009 or if Exhibitor fails to occupy the space – the DHHIG retains 100% of contracted costs. NOTE: Exhibitor contracts are not considered cancelled unless the DHHIG has received notice in writing. No exceptions.

Exhibit Dates/Hours

Set-up

• Monday, May 4, 2009 – 1:00 p.m. to 5:00 p.m.
• Tuesday, May 5, 2009 – 7:00 a.m. to 8:00 a.m.
• Wednesday, May 6, 2009 – 7:00 a.m. to 8:00 a.m.

Hours

• Tuesday, May 5, 2009 – 8:30 a.m. to 5:00 p.m.
• Wednesday, May 6, 2009 – 8:30 a.m. to 5:00 p.m.
• Thursday, May 7, 2009 – 8:30 a.m. to 5:00 p.m.

Breakdown

• Thursday, May 7, 2009 – 4:00 p.m. to 5:00 p.m.

DHHIG/NTC 2009 reserves the right to modify the Exhibit/Conference hours in any manner that is in the best interest of the Organization.

The following rules and regulations have been designed for the benefit of all exhibitors and vendors. The Deaf and Hard of Hearing in Government (DHHIG) requests the full cooperation of the exhibitor in their observance. The DHHIG reserves the right to terminate the exhibitor’s display privileges at any time for breach of any of these terms, rules, and regulations. Such termination may become effective during the NTC Conference, at which time the exhibitor agrees to close his/her exhibit upon receipt of notice of termination and thereafter remove his/her exhibit from the exhibition hall as soon as possible without disruption of the meeting. Expulsion of an exhibitor under these rules shall not give rise to a claim for a refund of the fees paid by such exhibitor.

Agreement

Before submitting online NTC 2009 Exhibit Contract Form at (need website address for link), exhibitors have read and agree to all clauses stipulated in this contract and said Rules and Regulations. Submitted online Exhibit Contract Form is treated as a signed contract and thereafter refers as “contract” or “signed contract” in this agreement.

The Rules and Regulations are incorporated into the contract by reference and the application becomes a contract when accepted and confirmed by the NTC exhibitor Coordinator. All fees are to be paid in full upon submission of signed contract.

Cancellation of Exhibit Contract

Should a Sponsor or Exhibitor wish to cancel this contact, the refund schedule is as follows: 1) Notification of cancellation of contract on or before March 27, 2009 – refund of 100% of total contracted costs; 2) Notification of cancellation of contract after March 27, 2009 or if Exhibitor fails to occupy the space – the DHHIG retains 100% of contracted costs. NOTE: Exhibitor contracts are not considered cancelled unless the DHHIG has received notice in writing. No exceptions.

Default in Occupancy

If Exhibitor fails to occupy the space - the DHHIG retains 100% of contracted costs.

Exhibit Space Assignment

Exhibit booth space is based on the following: Submission date of application and full payment.

Exhibitor Representatives

Each person assigned to staff exhibit booths must wear a NTC Conference Exhibitor Identification badge at all times when present at the exhibits area during the conference. Each Exhibitor is entitled to two free personnel identification badges per booth. Exhibit tables will be staffed by a person or person from the exhibiting organization or business at all times during the hours of 8:00 am – 5:00 pm on Tuesday, Wednesday, and Thursday, May 5–7, 2009. NOTE: Exhibitor badges do not constitute Conference registration, and do not permit access by exhibit personnel to any Conference sessions or workshops.

Installation and Dismantling of Exhibits

All construction (set-up) and dismantling (breakdown) of exhibits must be carried out during the times stipulated in the Exhibition Dates and Hours section. No exhibit may be erected after the exhibition opens or dismantled before the official breakdown time.

• Exhibitor Set-up: Monday, May 5 – 1:00 p.m. to 5:00 p.m.
• Tuesday, May 6 – 7:00 a.m. to 8:00 a.m.
• Wednesday, May 7 – 7:00 a.m. to 8:00 a.m.
• Exhibitor Breakdown: Thursday, May 7 – 4:00 p.m. to 5:00 p.m.

Exhibits should be constructed and arranged so that they do not obstruct the general view, or detract from the exhibits of others (i.e., flashing lights, loud noise or music, swirling objects). Any other services (e.g. electricity, more power, or special lighting) will be arranged by the exhibitor with the Gallaudet University Kellogg Conference Hotel and any extra fees will be paid by the exhibitor. The Exhibit Coordinator will act as the initial contact and will assist you in connecting with the appropriate the Gallaudet University Kellogg Conference Hotel representative. The DHHIG reserves the right to determine the appropriateness of exhibit space and materials. NOTE: The exhibit area must be cleared of all exhibit materials by 5:00 pm on Thursday, May 7, 2009.

Insurance and Security

The DHHIG will provide peripheral security in the Exhibit Hall during the Move-in and Breakdown as well as closed hours of the exhibition. The DHHIG and Gallaudet University Kellogg Conference Hotel cannot accept any responsibility for the protection of exhibitor’s materials and displays during the conference. Exhibitors are expected to carry all risk insurance on their exhibits, utilize lock boxes, and/or arrange for their own security in their booths, as appropriate, at their own expense.

Liability

It is mutually agreed by and between the DHHIG and Exhibitor that the DHHIG shall have no liability whatsoever to an exhibitor, his/her employees or business activities. The DHHIG shall have no liability for loss or damage resulting from any cause to the property of Exhibitor, his/her employees or business. It is further understood and agreed that all claims against the DHHIG for any such damage, loss or injury are expressly waived by Exhibitor and assumed as Exhibitor's responsibility.

Space is leased with the understanding the DHHIG will act for Exhibitor and his/her representatives only in the capacity of agent and not as principal.

The DHHIG assumes no liability whatsoever for damages for any act of omission or commission in connection with the said agency, and the Exhibitor and his/her representative/s hereby keep forever hold harmless the DHHIG from any and all liabilities for loss ensuing from a cause.

It is further understood and agreed that the DHHIG shall in no event be liable to an exhibitor for any lost profits, sales or business opportunities, or any other type of direct or consequential damages to be due from a breach of this contract. It is understood and agreed that the sole liability of the DHHIG to Exhibitor for any breach of this contract shall be for refunds of all monies paid by Exhibitor pursuant to this contract as the exclusive remedy.

Sponsors and Exhibitors assume responsibility and agree to indemnify and defend the DHHIG and the Gallaudet University Kellogg Conference Hotel and their respective employees and agents against any claims or expenses arising out of the use of the exhibit premises.

Hold Harmless Agreement

Exhibitor will take all steps necessary, including hiring counsel, to defend, protect, indemnify, hold harmless and render the DHHIG (including its officers, directors, employees, agents and/or volunteers) against any and all claims, demands, suits or causes of action brought against the DHHIG (including its officers, directors, employees, agents and/or volunteers) for all liability, damage or loss, whether sought under law or in equity, which may be asserted against the DHHIG (including its officers, directors, employees, agents and/or volunteers) are on account of injury, loss or damage caused by, arising out of, or in any way incidental to the conduct or operation of the Exhibitor. The DHHIG and the Exhibitor agree that the obligations under this agreement include, but are not limited to those situations where liability for:

1) Injury, loss or damage is caused by the combined or concurrent negligence of the DHHIG, Exhibitor or any third party (and any of their respective officers, directors, employees, agents and/or volunteers); and/or

2) Injury, loss, or damage arises with or without fault based on any theory of strict liability, statutory liability or by operation of law.

The DHHIG and the Exhibitor agree that to the extent this indemnification of the DHHIG (its officers, directors, employees, agents and/or volunteers) for injury, loss or damage may be found to be contrary to existing or newly enacted law, this provision, to such extent (and only to such extent), is and shall be void or voidable. In such instance, Exhibitor agrees to immediately defend, indemnify, save and hold the DHHIG harmless to the fullest extent allowed by law.

Restriction on Use of Space

• Two or more organizations cannot share booth space. No exhibitor may sublet, assign, or share any part of the space allotted them without written consent of the DHHIG.
• Solicitations or demonstrations by exhibitors must be confined within the boundaries of their respective space(s). Aisle space or space outside of Exhibit Hall shall not be used for exhibit purposes, display signs, or solicitation or distribution of promotional materials. No exceptions.
• Exhibitor materials, signs and displays are prohibited in any area other than the booth assigned, unless approved in advance by DHHIG and site facility management.
• Nothing can be affixed to any wall or pillar: nails, hooks, staples, tape, Velcro, etc. of the Gallaudet University Kellogg Conference Hotel without permission. Repairs for any damages will be charged to the exhibitor.
• All signs, decorations and displays brought into the exhibit hall must be approved by DHHIG. Items may not be attached to any stationary wall, floor, window or ceiling with nails, staples, tape or any other substance. Only professionally printed signs will be allowed.
• Exhibitors must not sell food and beverages (i.e., popcorn, snack packets, lemonade, etc.).
• Helium balloons shall not be used or given away by exhibitors.
• Glitter, confetti, or similar items shall not be used on tables or floors in carpeted areas, or given away by exhibitors.
• All points not covered here are subject to decisions of DHHIG.

Shipping, Handling, and Removal Instructions

Exhibitors are responsible for the cost of shipping their materials and equipment and shall make arrangements directly with the Exhibits Coordinator. Once the DHHIG receives the signed contract and payment in full from the Exhibitor, the DHHIG will instruct the Exhibits Coordinator to send an Exhibit Service Kit that will include shipping, handling, and removal instructions.

Download for the Conference Exhibition Contract Form by clicking here. (Opens automatically with Microsoft Word.)

You can now register online by clicking here.