1. In exchange for payment in full for the booth(s) contracted by the exhibitor, TMA will provide the following for each booth: tabletop booth, pipe and drape booth, or kiosk package booth. All equipment will be available through the official decorator on a rental basis. Exhibitors may provide their own equipment or furnishings. Individual charges for equipment and utilities will be made by the Convention Decorator or the agent for these services. All utility needs are to be paid by the exhibitor. The Texas Medical Association reserves the right to adjust booth assignments. *Participating vendors who employ physicians that are not TMA members will receive a $1.000.00 surcharge to this agreement.
2. Although perimeter guard service is provided in the exhibition area during closed hours, neither TMA nor the facility assume responsibility for damage to, loss of, or theft of property of the exhibitors, or the exhibitors' agents, employees, or invitees.
3. Booth space assignments will be made in the order the applications are received. Full payment is due with the application. In the event an exhibitor cancels exhibit space, 75 percent of the paid amount will be refunded to the company if TMA receives notice of cancellation by Feb 1, 2027, less the $200 cancellation fee. After Feb. 1, 2027, but before March 1, 2027, 50 percent of the paid amount will be refunded. If cancellation occurs on or after April 1, 2027, booth rental payment(s) or deposit will not be refunded. All booth cancellations must be submitted in writing to TMA. No-shows are not eligible for refunds. The Texas Medical Association does not guarantee the number of attendees.
4. All exhibits must be completely set up by 6 am on Friday, April 16. Tear-down begins at 1:30 pm on Saturday, April 17, 2027. Your booth must remain fully staffed, and no displays are to be dismantled prior to 1:30 pm Saturday. If an exhibitor chooses to dismantle earlier than 1:30 pm, the exhibit manager has the right to fine the exhibitor and/or not allow the exhibitor to participate in future shows. TMA approves vendor categories of business/industries based on the fit of our shows. Aggressive sales tactics employed by retail vendors like LED skincare (facial and body), cosmetic products, handheld massagers, healing jewelry or similar products and services will not be approved to exhibit at TMA conferences and events. Any exhibitor representing these categories found on the exhibit floor after falsifying an application will be immediately dismissed without refund of fees paid. Exhibitor activities that interfere with normal traffic flow or infringe on other exhibits and/or networking and business meetings at TexMed are strictly prohibited and grounds for dismissal without a refund, including but not limited to attendance without wearing an exhibitor badge. As a non-partisan medical association, TexMed vendors with any political slant will not be permitted to exhibit.
5. In the event TMA does not hold an on-site event, TMA agrees to return the cost of the on-site booth, and any on-site packages and add-ons selected.
6. EXHIBITOR AGREES TO BE RESPONSIBLE FOR HIS/HER OWN PROPERTY. EXHIBITOR SHALL RELEASE AND HOLD HARMLESS AND INDEMNIFY THE TEXAS MEDICAL ASSOCIATION FROM ANY AND ALL CLAIMS, OBLIGATIONS, LIABILITIES, CAUSES OF ACTION, LAWSUITS, DAMAGES, AND ASSESSMENTS, INCLUDING LEGAL FEES, THAT RESULT FROM AN ALLEGATION OF NEGLIGENCE ON THE PART OF THE EXHIBITOR OR THE TEXAS MEDICAL ASSOCIATION OR THIRD PARTIES IN THE USE OF THE EXHIBIT SPACE OR ACTIVITIES IN CONNECTION WITH THE USE OF EXHIBIT SPACE.
7. All claims or suits arising out of the application's acceptance or rejection shall be governed by the laws of the State of Texas, and any obligations arising out of the application's acceptance or rejection shall be considered as occurring in Travis County, Texas.
8. The undersigned acknowledges receipt of and agrees to abide by the Regulations Governing Exhibits, as published by the association on the Texas Medical Association website, which regulations are considered to be part of the contract between exhibitor and the Texas Medical Association if this application is accepted by the Texas Medical Association. Acceptance of this application as a contract between the exhibitor and the Texas Medical Association will occur when signed by a Texas Medical Association representative. It is understood that all exhibit contracts are subject to review by the Board of Trustees of the Texas Medical Association. It is agreed that disapproval of an exhibit by the Board of Trustees of the Texas Medical Association will result in termination of the contract without penalty to either party.