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Terms and Conditions for Trade Show Sponsors & Exhibitors
1. Management and Exhibitor. The term “Management” as used herein shall define the personnel, its agents and event partners, including but not limited to Georgia Milk Producers, Inc. (GMP) acting on behalf of, or in concert with Management, to produce this event. The term “Exhibitor” shall define the company and its personnel and agents selecting to participate in the exposition. Once the Exhibitor has executed this agreement using a signature, all terms shall become binding.
2. Hotel Requirements: The hotel must hang banners of any size. If an exhibitor or sponsor wishes to utilize banners (no larger than 4' x 6', please notify GDC at least 45 days prior to the event. A banner fee of $50 per banner will apply for installation and removal. If your product has an odor (for example; feed, additives, or fertilizers), it must be kept in a closed container to minimize the smell. If you need ground space for the display of equipment, please contact GDC as soon as possible so we can make the necessary arrangements.
Important - Please Note: The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of the exhibitor's activities on the hotel premises and will indemnify, defend, and hold harmless the hotel, its agents, servants, and employees from any and all such losses, damages, and claims.
3. Table and Exhibit Space. The space contracted for is to be used solely by the exhibiting company whose name appears on this Exhibitor Contract, and it is agreed that the exhibitor will not sublet or assign any portion of the same. Space is assigned after a completed Exhibitor Contract when payment is received by GMP and is subject to availability of space preferences, special needs, and compatibility of exhibitors. If during the event, the exhibitor violates these rules and regulations, GMP has, at any time, the right to regain the immediate possession of any space. Further, GMP reserves the right to interpret these rules & regulations and determine the eligibility of any company or product for inclusion in this exhibition.
4. Payment. Full payment must accompany the contract for exhibit space. Exhibit displays cannot be set up unless all fees are paid in full. Any space not claimed or occupied may be reassigned by GMP without refund of the rental fee paid.
5. Cancellation. All cancellations must be in writing. GMP reserves the right to consider an Exhibitor’s downsizing of booth space as a cancellation of the original space and purchase of new booth space. Accordingly, the Exhibitor may be required to move to a new location after requesting a downsized space.
Date Written Notice Is Received by GMP Cancellation Fee
November 19, 2026……………………………………………... 20% of exhibit fee
After December 4, 2026…………………………………….. 50% of exhibit fee
After January 4, 2027………………………………………..... 100% of exhibit fee
6. Booth Design and Floor Layout. GMP reserves the right to assign, designate or change booth locations. The aisles belong to GMP unless otherwise noted. Neither exhibits nor advertising materials will be permitted to protrude into the aisles.
7. Banners and Custom Exhibits. The hotel must hang all banners of any size. Should an Exhibitor wish to utilize banners, please notify our office at least 45 days in advance and ensure delivery of banners to Hotel Convention Services Department at least 72 hours prior to the event. Group will not be allowed to affix their own banners in anyway. A fee of $50.00 per banner (for banners up to 4’ x 6’) will apply for installation and removal. All custom construction and booth designs must be approved by GMP in advance. No exhibit shall be allowed to obstruct clear vision to other booths in the same line or adjacent lines. All designs must be received and approved in writing by GMP by December 1, 2026.
8. Deliveries. All incoming packages should be specifically labeled and addressed to the Exhibitor or guest receiving package and marked with the name and date of your meeting. Because there is limited storage space, boxes can be accepted no more than three (3) working days prior to your meeting. Storage fees will apply if package arrive prior to the 72-hour grace period or are left more than 72 hours following the conclusion of your function. Any items remaining after one week will be discarded. Delivery and/or shipping charges will also apply for all group related packages. Exhibitors will be charged directly for any applicable storage, delivery or shipping fees and are responsible for providing a method of payment.
9. Installation and Dismantling. Exhibits may be installed beginning Monday, January 18, 2027, at 8:00 a.m. and must be completed by January 18, 2027 at 12 p.m. Exhibit dismantling will begin following the closing of the exhibit break on Wednesday morning, January 20, 2027. No dismantling will be permitted before closing time, and no exhibitor shall have the right to pack or remove articles on display prior to show closing on Wednesday, January 20, 2027 without prior approval from GMP.
10. Photo Release. We occasionally use photographs or videos of our exhibitors in promotional materials. By virtue of your attendance, you automatically agree to usage of your likeness in such materials.
11. Photographing and Taping. No photography and/or videotaping will be permitted without prior authorization by GMP.
12. Insurance. Exhibitor assumes entire responsibility, and hereby agrees to protect indemnify, defend and save GMP, the Savannah Riverfront Marriott, other show vendors and its employees and agents harmless against all claims, losses and damages to persons or property, government charges or fines, and attorney fees arising out of or caused by exhibitor’s installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole negligence or intentional acts or omissions of the hotel, its employees or agents. GMP and the hotel does not maintain insurance covering an exhibitor’s property. It is the sole responsibility of the exhibitor to obtain the appropriate amount and type of insurance to cover their property, agents or employees from theft, damage by fire, accident or any other cause. GMP will not be responsible for any injury to, any material from any cause whatsoever, whether in transit, or during the Trade Show, regardless of whether GMP furnishes attendants, guards or night watchpersons.
13. Security and Uncontrollable. Reasonable precaution against damages or loss by fire, water, theft and other emergencies will be taken, including 24-hour security, but GMP does not guarantee, nor insure the exhibitor against loss by reason thereof. In case the premises to be used by the exhibit shall be destroyed by fire or elements, or by any other cause, or in case any other circumstances shall make it impossible for GMP to permit the said premises to be occupied by said exhibitor for use, herein specified, then and thereupon this agreement shall terminate and the said exhibitor shall and hereby does waive any claim for damages or compensation. It is agreed that GMP reserves the right to retain such part of the payments made by exhibitors for booth space as would be necessary to cover all expenses incurred by GMP incidental to the opening of the Trade Show, up to the time of cancellation.
14. Exhibitor’s Responsibility. Exhibitor booths must always be staffed during regular Exhibit breaks. Exhibitors shall abide by and observe all laws, rules and regulations of the federal, state and city governments, hotel as well as the facilities. This includes regulations regarding labor jurisdictions. All decorations and electrical wiring and fixtures must comply with local fire laws; state and local fire regulations must be followed. Exhibitors planning to serve food and/or beverages from their booths must contact GMP. All food and beverages must be purchased and cleared through the Savannah Riverfront Marriott.
15. Rules and Regulations Changes. GMP reserves the right to change or modify these rules and regulations as deemed appropriate to improve the Trade Show. All policies and procedures stated herein and as detailed within the Exhibitor Packet will be effective until further notice.
16. Discounted Farmer Registrations for Platinum & Diamond Sponsors. Sponsors at the Platinum and Diamond levels can register out of state farmers that did not attend the 2027 GDC at a $100 discounted rate. Use this opportunity to bring your clients to the Southeast’s premier dairy industry event.
17. GMP reserves the right to sell a trade show booth that is included with an Exhibitor's sponsorship package when that Exhibitor opts to not utilize the booth.
18. GMP reserves the right to deny more than one company to exibit at a singular table. Only one company can exhibit per table unless the company has recieved prior approval from GMP staff.