APPLICATION AND PAYMENT
Space will be charged at the rates indicated on the application form. Partnerships will be considered complete after this application is completed and payment is received in full. Final applications are due by April 1, 2025 and payment in full is due no later than April 7, 2025. No space assignments will be made until these conditions are met.
Acceptable forms of payment are:

• By credit card with payment made during this application.
  
• By check: mailing instructions provided on Payment page
  
• By ACH or Wire Transfer: details provided on Payment page

CANCELLATIONS AND REFUNDS
Cancellations of exhibit space must be directed in writing to TUG by mail or email. For cancellations received March 14, 2025, a full refund less 3% processing fee will be provided. After March 14, 2025, all fees are nonrefundable but may be applied to future partnership. Applicants may petition TUG in writing for refunds if extenuating circumstances are warranted. Any refunds will be made at the discretion of TUG Board of Directors. Acknowledgment of the receipt of an application or negotiation of the appropriate deposit does not constitute an acceptance of an application.

In those instances where a booth space application is declined, TUG will refund such deposit in full. Upon the occurrence of conditions beyond the control of TUG which make performance impossible or impracticable in the circumstances, including but not limited to government order, civil disruption, weather, strike or labor unrest, or transportation difficulties, TUG may alter, reduce or reschedule allocated exhibit space or even cancel this agreement upon notice to the exhibitor. In the event of such reduction or cancellation, TUG agrees to act in good faith to reduce or refund any exhibit fees paid by the exhibitor to TUG.

SUBLETTING OF EXHIBIT SPACE
No exhibitor shall assign, sublet or share allotted exhibit space or any portion thereof except by written approval from TUG.

AFFILIATE ANCILLARY EVENTS
All affiliate ancillary events must be approved in advance by TheUserGroup.org. No ancillary events will be approved during any conference events. Any violation of this may result in loss of points or refusal of participation in future events.

To ensure the success of our conference and the ultimate attendee experience, we must emphasize that no partners may host any events, onsite or offsite, on Wednesday April 16, 2025, as this evening is exclusively reserved for the Penultimate Night reception—a pivotal networking event. Partners are encouraged to plan affiliated events on any other night that week after 7 pm. We appreciate your unwavering commitment to creating an exceptional conference environment.

BOOTH ASSIGNMENTS, SPACE ASSIGNMENT, USE, INSTALLATION, OCCUPANCY, AND DISMANTLING.
TUG will assign the Space to each exhibitor, based on Exhibitor’s choice of booth space according to the methods outlined below. At TUG’s sole discretion, it may reassign said space or alter event layout or venue if warranted by conditions or events. Booth selection will take place starting on March 1, 2025.
The order for booth selection is based upon partnership levels and points, which are earned as follows:
Platinum partners have first choice of booth assignments, followed by Gold, then Silver, and then Bronze.

Within a partnership level, points are earned as follows:

• One (1) point is earned for each day between payment in full and April 7, 2025. Payment by check will be considered paid according to the check date.
  
• Three (3) additional points are earned for each year that your organization has partnered with the annual TUG event in the past 5 years.
  
• Two (2) additional points are earned for each year that your partnership was at Silver level for the past five years.
  
• Five (5) additional points are earned for each year that your partnership was at Gold level for the past five years.
  
• Ten (10) additional points are earned for each year that your partnership was at Platinum level for the past five years.
  

The preferences given for booth space location are for guidance and are not guaranteed.
NOTE: TWENTY-FIVE (25) points will be deducted for each late arrival or early departure against future year’s attendance.

MANDATORY BOOTH HOURS
The Exhibit Hall will be open during the following hours and will require at least one person to be present at your booth at all times:

Monday April 14th: 5-6:30pm (Happy Hour).

Tuesday April 15th: 8:45 - 10:30am and 1:00 - 6:30pm

Wednesday April 16th: 8:45 - 10:30am and 1:00 - 3:15pm

Thursday April 17th: 8:45 – 11:15am

RULES AND REGULATIONS FOR PARTICIPATION IN SOLUTIONS CENTER

Booth Activation and Exhibitor Activity Guidelines

To ensure a professional, safe, and enjoyable experience for all exhibitors and attendees, the following guidelines apply to booth activations and activities:

1. Approval and Alignment with Show Offerings:
2. All extra-curricular activities within the booth must be chosen as a Tier option and approved by Show Management prior to move-in.
3. Activities may not conflict with or duplicate any of the show’s Partnership offerings as presented in the Partnership prospectus.
4. Activity Confines and Sound Management:
5. All exhibitor activities, including sound, must be confined within the booth space and must not interfere with or disrupt other exhibitors’ ability to engage in conversations or conduct their activities.
6. Sound and lighting must comply with limits established by Show Management to ensure a pleasant environment for all participants.
7. Booth Size and Space Usage:
8. Activations that cannot fit entirely on top of a standard table must upgrade to a minimum booth size of 10’ x 20’.
9. All booth displays, including tables, chairs, and signage, must remain within the booth’s dimensions and not interfere with neighboring exhibitors or their displays, as per Fire Marshall regulations.
10. Prohibition of Obstruction and Distribution:
11. Aisles must remain clear and unobstructed at all times to maintain safe and efficient traffic flow.
12. Distributing advertising materials outside of the exhibitor’s rented space is prohibited unless conducted directly by Show Management.
13. Crowd Management:
14. Exhibitors are responsible for managing any crowds resulting from their booth activities to avoid blocking aisles or disrupting the event. Show Management may require additional measures such as stanchions or staffing for crowd control if deemed necessary.
15. Alcohol Policy:
16. Alcoholic beverages may not be served in the Solutions Center unless provided by licensed bartenders employed by the venue.
17. Any exhibitor found serving alcohol without proper authorization may face booth closure and removal from the exhibit hall. Giveaways of unopened bottles are permitted.
18. Safety and Setup Compliance:
19. All setups, equipment, and overhead structures must comply with trade show and venue guidelines, including height restrictions and electrical load limits, and are subject to pre-approval by Show Management.
20. Activations must align with the venue’s safety protocols, including fire and evacuation regulations.
21. Content and Brand Appropriateness:
22. All activation content and materials must align with the show’s policies on professionalism and brand alignment to maintain the integrity of the event.

By adhering to these guidelines, exhibitors can ensure a smooth and successful trade show experience. Failure to comply may result in corrective actions by Show Management, including removal from the event.

PHOTO RELEASE AGREEMENT
TUG has official photographers and videographers at our events. Photographs and videos taken at TUG Connects 2025 may be used for marketing, publicity, promotions, advertising and training activities for TUG or Members, Inc. By registering for this event, you agree to allow TUG to use the photographs and videos—which may include you—in all media formats worldwide.

INSURANCE AND LIABILITY
As part of the TUG Connects 2025 Partnership program, partners will be provided with general liability insurance in an amount of One Million Dollars ($1,000,000) to cover potential liabilities under this Agreement. Members, Inc., TheUserGroup.org and the event venue (JW Marriott Austin) will be named as additional insureds on the liability policy for the period of the Show including move-in and move-out periods.

It is understood by the exhibitor that the nature of the facilities available, the presence and circulation of large numbers of people, the difficulty of effective supervision over the protection of large numbers of removable articles in many booths, and various other factors, make it reasonable that each exhibitor shall assume the risk of any injury, loss, or damage caused to them. The exhibitor, by completing the Partnership / Exhibit application, thereby assumes such risk and expressly releases and agrees to indemnify, defend, and hold harmless Members, Inc., its employees and officers, TheUserGroup.org, its members, officers, or representatives, and the hotel, general contractors representative, officers and employees from any and all claims for any such loss, damage or injury.

Further, the exhibitor agrees to indemnify, defend, and hold harmless Members, Inc., its employees and officers, TheUserGroup. org, its members, officers, representatives or employees, the hotel, or their general contractor's representative, against and from any and all losses, costs, damages, liability, or expenses (including attorney’s fees) arising from or by reason of any accident, bodily injury, property damage or other claims or occurrences to any person, including the exhibitor, its employees and agents, or any business invitees, arising out of or related to exhibitor’s occupancy or use of the exhibition premises in the convention space, including storage and parking areas.

QUESTIONS? PLEASE CONTACT:
Gary Brown,
gbrown@Membersinc.com
mobile 410.603.9007
OR
Ashlea Justice
ajustice@Membersinc.com
mobile 904.495.3748