Policies and Procedures

BOOTH FEE

Full payment made payable to LAFP is required with this contract. Mail to LAFP, 919 Tara Blvd., Baton Rouge, LA 70806. Inquiries can be made via phone/fax: 225-923-3313, Fax 225-923-2909.

BOOTH ASSIGNMENT

Booth assignments are made according to the date each application and payment, is received. Booth assignments will not be made until fee is paid. All sponsors receive premium placement at our meetings. LAFP reserves the right to re-design the layout of the exhibition hall and may, at their discretion, reassign booth numbers and placement as needed.

EQUIPMENT SUPPLIED

Booths are formed using 8’ back drapes and 3’ side drapes. Each booth is 8’ deep x 8’ wide with (1) 2’x6’ skirted table, (2) folding chairs and identification sign. Additional items can be ordered. The ballroom is carpeted with multicolored carpeting. You may choose to order carpeting for your comfort and to enhance the appearance of your booth by color coordinating. Additional needs must be rented from the official contractor, Clark Services.

TENTATIVE SET-UP & DISMANTLE

Setup: Wednesday, July 23, 2025.
Dismantle: Exhibitors may begin removing their displays after the last published break on Saturday, July 26. No display is to be removed prior to that time. If display is removed prior to 10:45 am on Saturday, a $250 penalty fee will be incurred.

REPRESENTATIVES

Each exhibitor must name at least one person to be his or her representative in connection with the installation, operation and removal of the exhibit. Such representative shall be authorized to enter into such service contracts as may be necessary, and for which the exhibitor shall be responsible. Names for representatives must be submitted by June 24, 2025.

CANCELLATION OF EXHIBIT SPACE

If LAFP cancels the meeting, all monies will be refunded to paid exhibitors. If cancellation by the exhibitor becomes necessary, LAFP will refund $250 of the exhibit fee ONLY IF WRITTEN PRIOR to April 1, 2025.  A written notice of cancellation must be sent to the LAFP Office, 919 Tara Boulevard, Baton Rouge, LA, 70806. No refund or cancellation will be made on or after April 1, 2025 and full payment for space will still be due. If assigned space is not paid for in full by May 24, 2025 it may be reassigned to another exhibitor at the option of the LAFP Education Committee without refund of deposit.

ADMISSION

Entrance to the exhibit areas will be open to all LAFP meeting attendees. Customers of exhibitors, other than conference attendees will not be allowed on the exhibit floor.

WAREHOUSE/CARTAGE/SHIPPING

Clark Services Audio-visual & Exhibit, Inc has been contracted by the LAFP as the exclusive supplier of rental furniture, electrical, set-up labor, cartage, and related services for this event. Supplies and services must be purchased through Clark Services. Exhibit materials must be handled through Clark Services. The LAFP will forward exhibitor packets and shipping information to each exhibitor no later than thirty (30) days prior to exhibition dates. For assistance you may contact Clark Services at 113 Board Road, Lafayette, LA 70508, by phone 337-234-5653, or by FAX 337-232-0243.

RESTRICTIONS

Exhibit management reserves the right to restrict exhibits which are objectionable because of noise, glaring or flashing lights, method of operation or any other reason, and also to prohibit or evict any exhibit which, in the opinion of exhibit management, may detract from the general character of the exhibition. This reservation includes persons, things, conduct, printed matter or anything exhibit management judges to be objectionable. In the event of such restriction or eviction, exhibit management is not liable for any refund of any amount paid hereunder. No display material exposing an unfinished surface to neighboring booths will be permitted. Demonstrations must be so located that crowds collected will be within the exhibitor’s space, and not blocking aisle or neighboring exhibits. Contests of any kind must first be approved in writing by exhibit management.

EXHIBITOR ACTIVITIES

Company/Exhibitor agrees not to schedule or conduct any outside activity including, but not limited to, receptions, seminars, symposiums and hospitality suites that are in conflict with the official program of LAFP whether such activities are held at or away from the hotel, except with written approval of exhibit management. Company/Exhibitor will submit to exhibit management 60 days prior to the exhibit date any program exhibitor intends to hold at or in conjunction with its exhibit for written approval as to time and place.

LIABILITY

LAFP, Roosevelt Hotel, Clark Services, its agents or employees shall not be responsible for any loss, theft or damage to the property of the exhibitor, his or her employees, or representatives. Further, exhibit management will not be liable for damage or injury to persons or property during the term of this agreement from any cause whatsoever except where LAFP, Roosevelt Hotel, Clark Services, has acted willfully or negligently; if the exhibitor’s material fails to arrive, the exhibitor is nevertheless responsible for all amounts due hereunder. The exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of injury or damage to exhibitor’s displays, equipment and other property brought upon the premises of the Roosevelt Hotel and shall indemnify and hold harmless the hotel agents, servants and employees from any and all such losses, damages and claims. Exhibitors are advised to carry special insurance to cover exhibit material against damage and loss, and public liability insurance against injury to the person or property of others.

RESPONSIBILITY

If the exhibitor fails to comply in any respect with the terms of this agreement, exhibit management shall have the right, without notice to the exhibitor, to offer said space to another exhibitor, or to use said space in any other manner. This shall not be construed as affecting the responsibility of the exhibitor to pay the full amount specified by the contract.

CANCELLATION OR TERMINATION OF EXPOSITION

In the event that the premises where the exposition is to be held shall, in the sole determination of exhibit management, become unfit or unavailable for occupancy, or shall be substantially interfered with, by reason of picketing, strike, embargo, injunction, act of war, terrorism, act of God, fire or state of emergency declared by any government agency or by reason of any municipal, state or federal law or regulation or by reason of any other occurrence beyond the control of exhibit management, exhibit management may cancel or terminate the exposition. In the event of such cancellation or termination, the exhibitor waives any and all claims the exhibitor might have against exhibit management for damages or expenses and agrees to accept in complete settlement and discharge of all claims against exhibit management the exhibitor’s prorated share of the total amount paid by all exhibitors less all costs and expenses incurred by exhibit management in connection with the exposition including a reserve for future claims and expenses in connection there within.