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35th Annual Election Law Seminar for County Election Officials - Exhibitor Information

Seminar Related Links
The exhibitor registration fee includes: (1) 8'x10' foot (approx) "booth space"consisting of (1) 6-ft skirted table; (2) chairs; (1) trash can; (1) seminar book per company; (1) CD containing a list of pre-registered attendees and their mailing addresses; your company name and information printed in the agenda; attendance to official programmed events; all breaks and lunch for (2). 

Exhibitor Registration Fee

Seminar for County Election Officials

Payment

Checks: Make checks payable to the Secretary of State and please include a copy of your registration form with your check.

Credit Cards: Visa, MasterCard, American Express, and Discover are accepted. You have the option to mail or fax the credit card form (PDF) to Special Projects, to pay your fee and secure your spot. If paying by credit card, you must also fill out the online registration form.

Payment deadline is July 14, 2017, 4:00 p.m. Any payments postmarked or fax stamped after July 14th will be assessed the late fee and your company name and description will not be included in the agenda. 

Booth Space Details

If your company is in need of additional space, multiple tables must be purchased. This is a large conference and space is limited — no more than (4) tables per company is permitted. Personal tables may not be brought in and used in your booth. If you have any AV or electrical needs, you must complete the Exhibitor Request Form and submit it to the Renaissance directly. These fees are not included with the registration fee and must be paid directly to the Renaissance. Nothing shall be posted, nailed or screwed or otherwise attached to columns, walls, floors or other parts of the Renaissance or funiture.

Exhibit Set-Up & Tear Down

Insurance and Liability

Exhibits will be located in the Arbor. Exhibitors wishing to insure their property must do so at their own expense.  It is recommended that all exhibits have a representative in attendance at all times when the exhibits are open, and especially when exhibits are being set up or dismantled to protect them against loss. Neither the Secretary of State’s office, nor the Renaissance Hotel will be responsible for any loss or damage to property of exhibitors in case of theft, fire, water, accident, or any other causes. 

Please note that there will be NO HIRED SECURITY provided in the Arbor after conference hours. Each vendor will need to cover and secure their own inventory.

Below are the days and times when the Arbor will be “closed” and no hired security will be available. It is highly recommended that you bring materials to cover and secure your inventory. As done in the past, theater ropes will be available to block off the entrances.

Refund Policy

No refunds will be issued after July 14, 2017.  If our office receives notification of cancellation prior to the deadline, your registration fee will be refunded in full. For questions regarding refunds, please contact Special Projects.

Special Needs

The Secretary of State has made every effort to assure that all activities and events are held in facilities that are accessible to persons with disabilities. Persons requiring special assistance, reasonable accommodations, and/or special dietary needs should contact Special Projects.

Floor Plan

A floor plan will be emailed to all paid exhibitors on July 24, 2017 .

Shipping

You may have your items arrive at the hotel no earlier than Thursday, July 27th, 2017. The shipping label should read as follows:

Renaissance Austin Hotel
ATTN: (the name of the person in charge of your booth)
Secretary of State Exhibitor
9721 Arboretum Blvd
Austin, Texas 78759

If you have suggestions for topics, or would like to serve on a panel, please contact Special Projects.

Address & Fax Information:
Office of the Secretary of State
Attn: Special Projects
P.O. Box 12060
Austin, Texas 78711-2060
1.800.252.2216 - Phone
512.463.7552 - Fax