STEMFEST Volusia Display Agreement*

*These terms apply to any purchaser who is utilizing display space at STEMFest Volusia 2018. The term exhibitor, herein relates to sponsors and exhibitors.



1. Agreement
The following rules and regulations become binding upon the purchase of a display package by the applicant and its employees from DME Stadium LLC, the event owner and coordinator.

2. Space Assignment
Final space assignment is at the sole discretion of show management. Show management reserves the right to adjust booth locations, should the need arise, but not without prior notification of the exhibitor.

3. Booth Package Description
We offer several Booth packages described on the website. Please choose the one that suits your needs and fill out the information below. Total individual exhibit floor space is limited to the package description unless requested and approved in writing. No walls, partitions, signs or decorations may be erected which will interfere with the general view “down the aisle”, or with other exhibits. Additional booth requirements may be requested by the exhibitor from the decorating service provider. The exhibitor is solely responsible for all costs incurred.

4. Show Move-In & Move-Out
Sunday- Sept 23, 2018 . . . 10:00 a.m. - 7:00 p.m.
We can offer extended hours if needed.

Tuesday - Sept 25, 2018 . . . 7:00 p.m. – 11:00 p.m.
Wednesday - Sept 26, 2018 . . . 9:00 a.m. - 5:00 p.m.

NOTE: No exhibitor will be allowed to break down their booth until the after close of the show at 7:00 p.m. on Tuesday, September 25, 2018. Any company that willfully dismantles its booth prior to closing time will not be permitted to exhibit at future DME Stadium events. The exhibitor understands that this schedule will be strictly adhered to as a courtesy to other exhibitors and to DME Stadium delegates.

6. Unoccupied Space
DME Stadium reserves the right, should any rented space remain unoccupied after the first hour of the show’s opening, to rent or occupy said space.

7. Payments & Refunds
Exhibit Space: Payment for exhibit space is due within ten (10) days of registration. Cancellation of exhibit space must be submitted in writing and received by 5:00 p.m. on July 11, 2018. All cancellations are subject to a $100 cancellation fee. There will be no refund for “no shows” or cancellations received after 5:00pm on August 25, 2018. All refunds will be processed after the conference. Exhibitorship fee is non-refundable.

8. Food Service
DME Stadium reserves the right to provide food and beverage service during certain hours in the exhibit area. No free samples of food, beverage or any product may be given away or otherwise distributed by any exhibitor without prior written approval of DME Stadium.

9. Noisy & Obnoxious Equipment
Due to the nature of this event, we understand some experiments could result in disruptions and may create some hazards so please keep any experiments safe. The operation of whistles or any objectionable device will not be allowed. After the show opens, noisy and unsightly work will not be permitted. The sponsor understands that no music of any type unless as an integral part of your show is allowed during exhibit hall hours (this includes music in video, slide or other presentations or features).

10. Security & Liability
DME Stadium will provide basic security measures from 9:00 a.m. Saturday, September 22, through 6:00 p.m. Wednesday, September 26. The sponsor agrees to hold DME, Daytona Stadium, or any of it’s affiliates and the show decorator against claims or liability arising out of the actions, fault or negligence of the sponsor, its agents or employees, prior to, during and after the exposition. DME Stadium and the show decorator shall not be responsible for any loss, damage or injury that may happen to the sponsor or the sponsor’s agents, patrons, guests, employees or property from any cause whatsoever (unless occasioned by the sole willful or gross negligence of DME Stadium, (or the show decorator) prior to, during or subsequent to the exposition period. The sponsor hereby releases DME Stadium and the show decorator from, and agrees to indemnify them against, any and all claims for such loss, damage or injury.

11. Damage to Property
The sponsor, its agents, guests or patrons shall not injure, mar nor in any manner deface the stadium premises or equipment therein, and shall not cause or permit anything to be done whereby the stadium or its equipment shall be in any manner injured, marred, unduly soiled, defaced, lost, stolen or otherwise removed from the facility, and will not drive, or permit to be driven, nails, hooks, tacks or screws into any part of the Stadium and will not make nor allow to be made, any alterations of any kind therein. Should any of the stadium’s equipment used by the sponsor in the conduct or operation of the exposition be damaged, lost or stolen, the sponsor will promptly pay for the equipment by cash or certified check.

12. Signs & Posters
The sponsor agrees that it will not post or exhibit signs, advertisements, posters or cards of any description inside, in front of or on any part of the stadium without written consent.

13. Public Policy
All companies or individuals exhibiting at the annual STEMFest Volusia Expo are participating at the exclusive discretion of DME Stadium and must abide by all local codes, rules, regulations and ordinances, including fire regulations, and must abide by the directions and instructions presented by official DME Stadium and show personnel. The sponsor understands that any violations of these policies may result in the immediate closing and removal of the sponsor’s booth.

14. Eligible Exhibits & Restrictions
DME Stadium reserves the right to accept or reject without reason any exhibit registration received.

15. Exhibit Floor Access
DME Stadium reserves the right to limit access to the exhibit area to anyone during times the show is not officially open.

16. Use of Booth Space
Sponsors shall reflect their companies’ highest standards of professionalism while maintaining their booths during show hours. No sponsor shall assign, sublet or share booth space without the permission of DME Stadium

17. Exhibition Sales Policy
No firm or organization is permitted to engage in direct sales activities within the exhibit area without the expressed written approval of the DME Stadium.

18. Door Prizes
It is at the discretion of the individual exhibiting company to conduct raffles and/or provide give-away items.