VSAE Fall Conference & Expo Booth Contract

COMPLETING THE PURCHASE FORM CONSTITUTES A CONTRACT FOR SPACE

Based on full payment, Virginia Society of Association Executives (VSAE) hereby provides display area in the 2026 VSAE Fall Conference & Expo at the Greater Richmond Convention Center (GRCC) for the duration of the Fall Conference & Expo on Thursday, September 10, 2026, subject to the Rules and Regulations below and incorporated as part of this contract. 

Exhibit Booth (10'x10') includes:

• (1) Identification Sign with the Name of the Organization and Booth Number 
• (1) ‎6’ Table - Draped & Skirted
• Waste Basket
• Pipe & Drape on (3) sides

Tabletop (48") includes:

• Raised Round Table
• (1) ‎Metal High-back Stool
• Drape along the backwall

The entire exhibit area is carpeted. Any additional equipment, special lighting, or decorations should be arranged through Big Top Entertainment, the official event decorator, or James River Audio Visual Services, the official event audio visual provider. Electrical services and other utilities are available through the GRCC. All order forms for available services are available online.

RULES AND REGULATIONS GOVERNING THE 2026 FALL CONFERENCE & EXPO

1. Reservations for space will be made in the order in which signed contracts with payment are received. Availability of space will be on a first-come, first-served basis. VSAE reserves the right to relocate display areas for the benefit of the Exhibitor or for the betterment of the Fall Conference tradeshow. Exhibit hours are from 10:00 a.m. - 1:00 p.m. on Thursday, September 10.
2. Payment and cancellation policy: Exhibit fees must be paid in full with a signed contract. Cancellations received by July 31, 2026, will receive a 50% refund and must be in writing. NO refunds after July 31, 2026. 
   
3. Dimensions and limitations: Exhibits must not exceed 8 feet in height on the back wall or 3 feet in height on the side walls. Exhibits must be constructed so as not to obstruct the view of adjoining booths. Permission to display equipment taller than the restrictions noted, must be obtained from VSAE no later than July 31, 2026. Table tops are limited to one (1) floor banner (flush to wall) and table top signage only. All entertainment within a booth must have prior approval of VSAE by July 31, 2026. Alterations to the present booth layout must have prior approval of VSAE before July 31, 2026
4. Maximum occupants per 10' x 10' booth: shall not exceed three (3) persons (representing not more than two organizations) and cannot be changed during the show. Two (2) people are included in the booth fee and a third may be added for an additional fee.
5. Maximum occupants per 48" table top: shall not exceed two (2) persons from the same organization/entity. The first representative is included in the table registration fee; the second representative may be added for an additional fee. 
6. Signage: Signs, banners, or archways over the aisles will be permitted only with prior approval of VSAE by July 31, 2026.
7. Liability: The Exhibitor, to the extent permitted by Virginia law, agrees to protect, save, and keep the Virginia Society of Association Executives; Greater Richmond Convention Center; Big Top Entertainment; and James River Audio Visual Services their representatives, employees, and agents forever harmless from any and all damages or charges imposed for violation of any law or ordinance, whether occasioned by the negligence of the Exhibitor or the representatives, agents, or employees of the Exhibitor or those persons acting under the express or implied authority of the Exhibitor. Exhibitor also agrees to comply with all applicable terms, conditions, rules, and regulations of the Greater Richmond Convention Center; Big Top Entertainment; and James River Audio Visual Services. The Exhibitor, to the extent permitted by Virginia law, assumes complete responsibility and liability for all loss, damage, or destruction of his/her property, employees, agents, and guests. To the extent permitted by Virginia law, the Virginia Society of Association Executives; Greater Richmond Convention Center; Big Top Entertainment and James River Audio Visual Services, any officer, agent, or employee thereof, will not be liable for any loss, damage, or destruction of Exhibitor’s property for theft, fire, accident, or any other cause. The Exhibitor, to the extent permitted by Virginia law, also assumes full responsibility and liability for all injury to any and all persons or property caused by the Exhibitor, its agents, representatives, or employees. The Exhibitor, to the extent permitted by Virginia law, will indemnify and hold harmless the Virginia Society of Association Executives; Greater Richmond Convention Center; Big Top Entertainment; and James River Audio Visual Services, their members, directors, officers, agents, representatives, and employees against any and all liability whatsoever arising from any or all damage to property or personal injury or loss caused by the Exhibitor, its agents, representatives, employees, or any other such persons. 
8. Installation hours: Installation may occur on Wednesday, September 9, 2026 – 1:30-5:00 p.m. and/or Thursday, September 10, 2025 – 8:00-9:30 a.m.  Extended installation requests will be strictly reviewed by VSAE.  All requests must be in writing with an explanation of booth design and reason for requested additional installation time.  All exhibits must be set up for an inspection by VSAE at 9:30 a.m. on Thursday, September 10, 2026. No Exceptions.
9. Space: If space is not occupied by 9:30 a.m. on Thursday, September 10, 2026, it will be forfeited by the Exhibitor and his/her space may be resold, reassigned, or used by VSAE without refund.
10. Dismantling Hours: Displays must NOT be dismantled until the close of the Fall Conference (3:15 p.m.) on Thursday, September 10, 2026. All exhibits must be dismantled and removed from the exhibit area by 5:15 p.m. Thursday, September 10, 2026. The Exhibitor authorizes VSAE to remove, at the Exhibitor’s expense, any material in the exhibit area belonging to said Exhibitor after 5:15 p.m. Thursday, September 10, 2026.
11. Prohibitions: Exhibits, signs, or displays are prohibited in any of the public rooms or elsewhere on the premises of the Greater Richmond Convention Center during the Fall Conference. Absolutely no alcoholic beverages will be served or given away by Exhibitors unless approved by the Greater Richmond Convention Center in advance. This will be strictly enforced.
12. Sound Devices: The use of sound devices, megaphones, loudspeakers, or other amplified methods of attracting attention is prohibited.
13. Amendment to Regulations: All matters and questions not covered by these regulations are subject to the decision of VSAE. The Virginia Society of Association Executives shall have sole authority to circulate, interpret, and enforce all rules and regulations and to make any amendments necessary for the orderly conduct of the Fall Conference.

Purchase Your Booth(s) Here

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