Exhibitor Rules & General Information - Austin

Dates: Saturday, January 16, and Sunday, Jan. 17, 2010. (Set-up is Friday, Jan. 15, 12-9 p.m.).

Show Hours: Saturday: 10 a.m. to 5 p.m. Sunday: 10 a.m. to 4 p.m.

Sponsor: The Texas Booksellers Association (TxBA), a non-profit corporation comprised of member booksellers and other book related entities, is the sponsor and promoter of the annual Austin Book, Paper & Photo Show.

Location: The 2010 Austin Book, Paper & Photo Show will be held at the Norris Conference Center. Located at the intersection of Anderson Lane and Burnet Rd in North Austin, it is easily accessible from Mopac (1) and Hwy 183. Parking is free.

Exhibitor Set-up and Takedown: Set-up hours are Friday, Jan. 15, 2010, from 12pm to 9 p.m. and Saturday morning from 8 a.m. to 10 a.m. Exhibitors and their helpers only are allowed in the exhibit area during set-up on Friday. Please check in before unloading books. Packing and moving out will be Sunday afternoon, after the show closes and not before, and should be completed before 7 p.m. No set-up or takedown is allowed while the show is in progress.

Exhibitor Space and Tables: Exhibitors will be in 2 large rooms adjacent to each other. Rental tables are 8 feet by 2-1/2 feet. Space for exhibitor-owned tables will be the same as rented tables and the cost is the same. Each exhibitor’s area is to be used for the sole purpose of showing and selling rare and used collectible books, manuscripts, autographs, post cards, maps, prints, and paper ephemera. The sponsor maintains the right to ask for the removal of anything not in keeping with the format of the show. Spaces are arranged and assigned by the sponsors. Spaces and tables may not be subleased, shared, or given away without the express permission of the sponsors, in which case a $50 sharing fee is also applicable. The right to deny spaces and tables to anyone for any reason is retained by the sponsors.

Decoration or skirting must consist of fireproof materials and all tables must be skirted, nothing may be adhered or stapled to the rented tables, walls, or columns. Exhibitors agree to be liable for any damage to walls, tables, floors, or fixtures on the premises, or to other exhibitors’ property. Electricity is available for some areas at no charge; if you have a special need, indicate it in the Special Requests section of the application. Chairs will be provided for exhibitors.

Smoking: Smoking is prohibited in the Norris Center.

Public Admission: Admission to the show will be $5 for adults, $4 for students with an I.D., or children under twelve free at the door. (Various discounts may also be applicable). All ticket proceeds from admissions will go to the Texas Booksellers Association for promotional efforts of that group and for current and future book show expenses. Each exhibitor will be sent 5 free tickets to give to friends or customers. Additional free passes may by purchased by exhibitors for $3.00 each if ordered when the exhibitor submits his/her application for rental space. Indicate on the Special Requests section of the application the number of passes desired and include payment for same.

Security: Name badges will be provided to exhibitors and must be worn during the event. Sponsors will be present each morning to handle any problems and watch the exhibits. No exhibitor other than a sponsor shall be permitted entrance to the show room more than one hour prior to the scheduled opening except opening day. No exhibitor shall be allowed in the show room after closing hours each night except for the final night. Exhibitors agree to issue a sales receipt for each sale and to enclose both it and the purchased item(s) in a bag as provided to exhibitors for this purpose.

Exhibitor Fees and Contracts: Payment of rental fees, in full, must accompany the application. No contract will be accepted without payment. Phone and on-line reservations will be accepted when using a credit card through PayPal. However, a signed copy of the Contract is required to be mailed in to satisfy the waiver of liabilities for the event. In the event of a cancellation, the fees will be refunded if the sponsor is notified in time to resell the space/table. No refunds will be issued for cancellations made later than December 13, 2009. Exhibitors must check in during Friday set-up or by 8:30 a.m. on Saturday or fees will be forfeited.

Liability Limitations: The exhibitor expressly releases the Austin Book, Paper & Photo Show sponsors (TxBA), the City of Austin, the Norris Conference Center, and its agents, officers, or representatives from any and all liabilities for damage, loss, injury, or other consequences to himself or employees while at the event. Signing the exhibitor contract will serve as your release of liability.

Advertising and Promotion: Advertisements will be placed in local and regional newspapers, magazines, and trade journals as appropriate. Postcards announcing the show will be sent to previous attendees and others on the TxBA mailing list. Additional postcards will be available for exhibitors who wish to mail them to their customers. Please indicate quantity needed in the appropriate space of the Application. A flyer will be distributed along with 5 free passes and 10 half-price passes after receipt of application/contract. Exhibitors are under no obligation to help advertise the show, but your help would be appreciated and beneficial to all. In particular, members of the TxBA should help to promote the event since it is, after all, our show.

Accommodations: The Texas Booksellers Association will attempt to obtain a special rate from a local Austin hotel. If we do, information will be provided with the exhibitor packet prior to the show.

If you have any questions or comments about this show, please contact the Texas Booksellers Association.