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                     TERMS AND CONDITIONS OF BOOTH PURCHASE




Show Information and Exhibitor Agreement 


2025 Gymnastics Association of Texas Conference 


Renaissance Austin Hotel - Austin, Texas Three Days, August 22 – 24, 2025 

  1. Agreement: In accepting the opportunity to participate as a vendor/ exhibitor in the Rio Grande Exhibit Hall at the Gymnastics Association of Texas Conference and receiving the exhibit space and amenities as specified on the Attached Booth Order, I/we do hereby accept the following listed conditions and limitations: 
    1. Use is limited to Rio Grande Exhibit Hall’s bare net space with printed sign per Exhibitor. 
  3. Normal overhead lighting, appropriate climate control, and complete carpeting are included. Also included is an 8X10 booth area, one table and two chairs. 
    1. Telephone, internet, electric, water and/or drain service will not be provided to individual booths. These and other services may be contracted through the Renaissance Hotel directly. A request form will be sent upon receipt of completed booth registration. 
    2. The following are the responsibility of the Exhibitor: 
    3. Electrical and internet services must be ordered from the Hotel. Form sent out upon registration. 
    4. No additional decorating services were provided for the booth. (Pipe, drape and ID sign only) 
    5. Displays must be self-standing and should not block the view of neighboring booths. 
    6. Drayage (early or late storage): no freight for the event can be accepted at the hotel. Information about drayage and other convention services provided by Convention Handling Services will be sent upon receipt of registration. 
    7. Set up hours: Friday, first day of conference, 10:30am- 4:00pm. Loading dock times may be assigned to facilitate smooth set-up. 
    8. Exhibit Hall hours: 
  5. Friday, first day: 4:00pm – 5:00pm – Open to Business Symposium Attendees ONLY 
  6. Friday, first day: 5:00pm - 7:00pm - Open to All GAT Attendees 
  7. Saturday, second day: 8:00am - 5:30pm (vendor access at 7:45am) Sunday, third day: 8:00am - 4:00pm (vendor access at 7:45am). 
  8. No Vendor Access: Exhibit Hall locked 7:00pm Friday-7:45am Saturday. 
  9. No Vendor Access: Exhibit Hall locked 5:30pm Saturday -7:45am Sunday. 
    1. Tear down hours: To not distract from education sessions within the downstairs exhibit hall, tear down may occur during 12:00pm-1:00pm or after sessions end at 4:00pm - 7:00 pm Sunday, on the third and final day. Only booths fully operational at 4:00pm Sunday will their deposit be returned.  All debris must be removed or Hotel charges of $52 per hour and will be billed to the exhibitor. 
    2. “Hold Harmless Agreement”: As per the Convention Contract: The Gymnastics Association of Texas assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damages to displays, equipment and other property brought upon the Hotel premises, and shall indemnify, defend, and hold harmless the Hotel, owners, affiliated companies, agents, servants, and employees from any and all such losses, damages, and claims. In consideration for the exhibitors being furnished use of the function space provided by the 
  11. Hotel, all exhibitors bringing displays, equipment, and other property upon the Hotel premises, hereby indemnify and hold harmless both the Gymnastics Association of Texas, its officers, employees, and membership, and the Hotel, its owners, affiliated companies, agents, servants, and employees. This show information and vendor agreement was subject to approval by Renaissance Austin. 
  12. 8: Displays and Promotional Materials: Nothing shall be posted, taped, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the building or furniture. Distribution of gummed stickers or labels is strictly prohibited. Anything in connection therewith, necessary or proper for the protection of the building, equipment, or furniture shall be at the expense of the Exhibitors. Displays and Signs must be Self-Supporting. All promotional materials and equipment MUST fit inside the 8X10 booth you have purchased.  Nothing may spill out into walkways.  If needed, you may always purchase multiple booths together. 
    1. Signs: All signs used will be subject to approval by the Hotel. Signs prepared outside the convention must be self-supporting. One professionally lettered sign will be included in the cost of the first Exhibit Hall booth. 
    2. Insurance: It is the sole responsibility of the exhibitor to obtain insurance coverage on property brought onto the premises of the Hotel. 
    3. Labor by Renaissance Staff: There are labor fees associated with such tasks as hanging banners, loading and unloading. Removal of all debris, boxes and/or any trash from booth space and isles is the responsibility of the exhibitor. Any use of the Renaissance Staff or Freeman Decorators labor shall be chargeable to the exhibitor at a rate of $52 per hour. 
    4. Food and Beverage: All food and beverage must be purchased through the Hotel. Individuals and exhibitors are not permitted to bring their own food and beverage. GAT invites the attention of the Vendors to this provision of our contract with the Renaissance Austin Hotel. 
    5. Payment: Booth reservations are received with payment in advance through the online portal ONLY. Placement depends on availability at the time of registration payment and is also on a first come first served basis. Agreement will follow via email once registration is complete. 
    6. Stay in Place Deposit: All vendors are expected to keep their booth fully operational during the entire show. Departing prior to 4:00pm Sunday or tearing down prior to 4:00pm Sunday will result in forfeiture of $200 deposit and makes your space available for others to claim for the next show year. 
    7. Please note that Trade Show credentials for additional vendor staff is free. These passes, however, do not include convention registration, banquet, or GAT directory listing.