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Registration Process and Payment Methods
Booths must be paid for in full at least thirty (30) calendar days after booth selection online. Failure to remit the balance of booth rental within 30 calendar days after booth selection constitutes cancellation of contract, and the reserved space.
Show Management must receive all payments by April 16, 2018, to guarantee participation in the conference. If payment is not received by the deadline, the Exhibitor/Supporter is required to pay onsite by check or credit card in order to exhibit. This also applies to selections made on/after April 16, 2018.
Exhibitors: The cost of your booth space includes one or more event registration depending on the package you selected. To use your complimentary registration, please locate the Promo Code in your Exhibitor/Supporter confirmation email. Use this Promo Code for the Forum Attendee registration on the payment page to receive the number of registration(s) free of charge.
Supporters: Please refer to your purchased Supporter Package if complimentary forum registrations are included and how many. You may purchase additional forum registrations for the applicable rate. To use your complimentary registration(s), please locate the Promo Code in your Exhibitor/Supporter confirmation email. Use this Promo Code on a Forum Attendee registration on the payment page to receive your registration(s) free of charge. All personnel must be registered for the event as Forum Attendees. Please register additional Exhibitor staff as Attendees and select Exhibitor/Supporter as Attendee role.
Credit Cards (American Express, Visa, MasterCard) are the preferred form of payment. The credit card will be charged immediately upon submitting payment. Payment for all registrations must be made in full prior to the forum. Your credit card statement will reflect a charge from "DOE2018 SB Forum" for your purchase.
For payment by check, payment in full is required 30 calendar days after making your Exhibit booth/Support Package selection. For Exhibit booth/support Package selection on/after April 16, 2018, check payments must be received by May 14, 2018. If you are paying by check, please print your confirmation email and mail together with a check payable to: AetherQuest Solutions Inc., Attn: DOE, 6400 Arlington Boulevard, Suite 850, Falls Church, VA 22042, USA.
Wire transfers: to request information on wire transfers, please contact us by email. The Forum Team and OSDBU is not responsible for spam filters blocking registration confirmation emails. Please make sure that your spam filter does not block email from ExpoDOE@aetherquest.com and InfoDOE@aetherquest.com. To update your Exhibitor/Supporter information, please log into the Already Registered section of the event registration page with the email/password you created during the purchase.
Cancellation, Refund, and No-show Policy or Exhibit Space/Support Packages/Ancillary Supports
If an exhibitor decides to cancel a booth rental, he/she must notify show management in writing at ExpoDOE@aetherquest.com by April 16, 2018 to receive a 50% refund of the exhibitor fee. No refunds will be issued for cancellation after April 16, 2018.
Participant contact information will be part of a database only accessible to the Forum Team. Participant contact information will be published in a list of forum attendees distributed to Exhibitors and Supporters only. To opt out of the post-forum attendee list distributes to Exhibitors and Supporters, please email us by June 1, 2018. Participant contact information will be used to circulate announcements of future DOE Small Business Forums. None of the agencies/companies associated with the Forum coordination accept responsibility for damage to or loss of an attendee's personal property.
Photographs and Videotaping
Taking photographs or using video equipment during any session or at any Annual DOE Small Business Forum & Expo event is prohibited and violators will be removed from the premises. Only the official photographer will be authorized to take photographs. The organizers reserve the right to use any videos recorded at the Annual DOE Small Business Forum & Expo for public viewing on the forum website. The organizers reserve the right to use any photos taken at the Forum and/or Expo for use in forum materials, appearing either in printed documents or in related websites.
The Westin Galleria Houston and the Westin Oaks Houston at the Galleriaare the official hotels for DOE2018. All hotel reservations need to be made directly with the hotel via their online reservation system or by calling the reservations office. You may make room reservations at the forum-negotiated rate of $137.00 per night plus applicable fees and taxes at either of the forum hotels. For phone reservations at the Westin Galleria Houston and the Westin Oaks Houston at the Galleriais (713) 960-8100. lease reference the DOE2018e is Monday, April 26, 2018, 5:00 pm CDT.
Please familiarize yourself with the policies at your selected hotel at the time of reservation. The Forum Team cannot be held responsible for room cancellation policies, check-in/check-out times, additional fees, etc.
Some suite upgrades may be available at a higher rate on a first-come, first-served basis and are not guaranteed until check-in. If you are interested in an upgrade, please check with your selected event hotel.
For any hotel reservation questions, please contact the hotel directly.
Forum attendance/participation is limited to registered attendees who received an email confirmation and have a confirmation number for their registration.
Forum Agenda and Badges
The Forum Program is subject to change. Any changes to the Forum program will be posted to the forum website in a timely fashion.
Replacement of lost or stolen badges will be charged a non-refundable fee equal to half the value of the registration rate.
The Forum program (including the Exhibitor set-up times and Exhibit Hall Hours) is subject to change. Changes to the event program will be posted to the forum website in a timely fashion.
None of the agencies associated with the Forum coordination accept responsibility for damage to or loss of an Exhibitor's property.
Exhibit Services and Exhibitor Appointed Contractors
The official service contractor for the 17th Annual DOE Small Business Forum is Freeman Exposition Services. Show Management assumes no liability or responsibility whatsoever related to the performance or nonperformance by such firm or firms.
Exhibitors who plan to have an Exhibitor Appointed Contractor (other than Freeman) unpack, erect, assemble, dismantle, and pack display/equipment must abide by all show rules and regulations.
Please review the Exhibitor Services Kit for important exhibitor/supporters information on carpet orders, additional furniture for your booth, electricity/internet orders, shipping your materials to/from the event, catering needs, etc.
The Exhibitor must notify Show Management in writing and Freeman of the intention to use an independent contractor no later than 30 days prior to the first move-in day furnishing the name, address and telephone number of the firm.
The Exhibitor shall provide evidence that the Exhibitor Appointed Contractor has proper insurance by submitting a certificate of insurance prepared by the "Exhibitor Appointed Contractor's" insurance agent with a minimum of coverage and limits as described below:
Commercial General Liability with limits of not less than $1,000,000 each occurrence, $2,000,000 general aggregate and $2,000,000 products & completed operations aggregate. Umbrella/Excess Liability with a limit of not less than $1,000,000 each occurrence.
The Commercial General Liability Policy shall name Freeman (Official Service Provider), AetherQuest Solutions (Show Management), the 17th Annual DOE Small Business Forum & Expo (Event) and Westin Galleria Houston (Facility) as additional insured on a primary and non-contributory basis.
Workers Compensation, as required by law, with Employers Liability Limits of not less than $1,000,000 each accident, $1,000,000 disease - each employee and $1,000,000 disease - policy limit.
Any Exhibitor who has identified an Exhibitor Appointed Contractor must insure that the Exhibitor Appointed Contractor has a current Certificate of Insurance on file with Freeman or Show Management evidencing the correct coverage at least 10 days prior to the first move-in date for the show or the Exhibitor Appointed Contractor will not be able to have access to the facility to perform any work.
Equipment Pick-up: The Lead Retrieval desk will be conveniently located in the West Hall. A representative will be onsite to issue your equipment and provide operating instructions. Leads will be emailed to the designated contact at the time you return your rented equipment.
Limited quantities of scanner will be available onsite for ordering, but availability will not be guaranteed.
Refund Policy: Refunds will be issued for orders cancelled 30 days or more before the day of the event, subject to a $25 processing fee. Orders may be cancelled by sending an email with the words "Order Cancellation" in the subject line. Orders cannot be cancelled inside of 30 days prior to the event.
Delivery: Scanners will be distributed onsite prior to the opening of the Exhibit Hall. Return the scanners at the end of the show for data retrieval to the Lead Retrieval desk.
Replacement Policy: There will be a $1,600 charge for lost or damaged scanners.
Hold Harmless Agreement/ Liability
Neither AQS, OSDBU, any co-supporter, or display space provider nor any of their officers, agents, employees, facilities, other representatives, or assigns shall be liable for, and the exhibitor hereby releases them from, any claims for damage, loss, harm, or injury to the person, property, or business of the exhibitor or any of its visitors, officers, agents, employees, or other representatives, resulting from theft, fire, earthquake, water, unavailability of the facility, accident or any other reason in connection with the display at the forum.
The exhibitor shall indemnify, defend, and protect AQS and hold AQS, any co-supporter, and space provider harmless from any and all claims, demands, suits, liability, damages, losses, costs, attorney's fees, and expenses which might result or arise from exhibitor's participation in the forum or any actions of its officers, agents, employees, or other representatives.
Agreement to Terms & Conditions:
If you have not already done so, please request a copy of the DOE2018 Exhibitor & Supporter prospectus to familiarize yourself with the comprehensive list of Exhibit Booths Rules and Regulations, the event's Fire, Safety, Security, Liability Policies, as well as the Exhibitor/Support deadlines for this show.
By agreeing to the Terms and Conditions below, you agree to these policies set forth in the DOE2018 Exhibitor & Supporter prospectus. These policies apply to purchases made by third parties.
*For a complete list of Rules & Regulations, please see the DOE2018 Exhibitor/Supporter Prospectus. (Coming in December 2017)