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2018 Annual Convention - Sponsor/Exhibitor Policies

Rules and Policies

By submitting a Registration Form, the exhibitor agrees to abide by all rules and policies outlined below. The exhibitor understands that the Lexington Convention Center Exhibitor Kit and direct e-mail updates from the KBA will be provided to exhibitors containing the information necessary to participate at the Convention. The exhibitor is responsible for the information and deadlines contained in both, and therefore required to meet all deadlines or may miss specific marketing or logistic opportunities. 


Site and Time

The Convention will be held on June 13-15, 2018, at the Lexington Convention Center. The KBA reserves the right to make changes in the exhibit hours and dates; however, any such changes will be made known as far in advance of the Convention as possible and exhibitors will be notified accordingly.


Right of Refusal

The KBA has the right to approve or reject Registration Forms and to approve all products, exhibits or promotions to be presented at the Convention. The Registration Form shall be considered a binding contract between the two parties and subject to the rules herein when it is submitted with full payment and accepted by the KBA. By submitting a Registration Form, the exhibitor releases the KBA from any and all liability to exhibitor, its agents, licensees, or employees that may arise or be asserted as a result of submission of a Registration Form or of participation in this Convention.


Booth Allocation and Payment

Each potential exhibitor is required to register online with the full payment in order to be included in the initial booth selection process.


Exhibit Space Rental and Package

Refer to the sponsorship and exhibitor package descriptions for rates and package inclusions.


Compliance with Schedule

All exhibits must be installed during the time designated. Exhibit staff must be in charge of the display during the hours when the exhibit area is open. Each exhibitor agrees to maintain the exhibit through all exhibition hours as stated.


Exhibitor Registration/Badges

All persons working in the exhibit area must be registered as exhibit staff or Convention delegates. No one will be admitted to the exhibit area without a badge. Exhibit personnel must wear the identification badges while on the exhibit floor. Exhibit staff wishing to attend Convention sessions must be registered as a full convention attendee. Additional badges are available for a fee determined by KBA staff. Additional badges do not include additional tickets to events. Event tickets are additional and must be purchased separately on an individual Convention Registration Form.



In the event any exhibitor must cancel, the exhibitor must do so in writing via certified mail, return receipt requested to the KBA. Cancellation 60 or more days ahead of exhibit hall opening results in a 50% refund. Cancellation fewer than 60 days from exhibit hall opening results in no refund.


Arrangement of Exhibits

The space provided will be as shown on the floor plan to the extent possible, but the KBA reserves the right, in its sole discretion, to make changes in the location, size and display limits of any booth.


Use of Space

Exhibitors may not sublet, assign or apportion any part of the space allotted, nor represent, advertise or distribute literature for product or services of any other firm or individual except as approved in writing by the KBA. Exhibitors promotional activities are confined to the actual space purchased, or in areas approved by the KBA. No exhibitor will be permitted to display or distribute literature outside the confines of the assigned booth space in the exhibit area. The KBA also reserves the right to remove, at the exhibitor cost, any product/items deemed by KBA as not suitable for display at the Convention. Exhibitors will be bound by the booth rules which will be included in the Exhibitor Service Kit provided by the Lexington Convention Center.


Liability and Insurance

Exhibitors agree to protect, save, and hold the KBA, and all agents and employees thereof (collectively called Indemnities) forever harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the exhibitors or holding under the exhibitors. The exhibit area is kept locked overnight. However, the KBA will not be liable for damage or loss to any exhibitor’s properties through theft, fire, accident or any other cause whether the result of negligence or otherwise. The exhibitor shall indemnify KBA against, and hold it harmless from any complaints, suits or liabilities resulting from negligence of the exhibitor in connection with the exhibitor’s use of display space. It is recommended that exhibitors insure their exhibit and display materials. It is also recommended that exhibitors take any valuable or important items with them when they are not in the exhibit area or the exhibit area is closed.


Americans with Disabilities Act

Exhibitors shall be responsible for making their exhibit accessible to persons with disabilities as required by the Americans with Disabilities Act and shall hold KBA harmless from any consequences of failing to do so.


Souvenirs and Samples

Distribution of souvenirs and samples is permitted provided there is no interference with other exhibits. The KBA may withhold or withdraw permission to distribute souvenirs, advertising or any other material it considers objectionable.


Conduct of Exhibitors

Exhibitors and employees, whether full, part-time or temporary personnel hired by the exhibitor, shall conduct themselves in an ethical manner at all times. The KBA may also ask any persons deemed, by the KBA, to be acting in an obstructive manner, or inappropriately dressed, to leave the exhibit floor.


Booth Dimensions and Signage

Exhibit fixtures, components, and identification signs will be permitted to a maximum height of 8’ for single 8’x10’ and double 16’x10 booths. Hanging signs from the ceiling is allowed only if approved by the KBA and in compliance with the Lexington Convention Center rules and regulations. The KBA will hang specific sponsor and directional signs at their discretion.



Exhibitors may store a limited supply of literature or product appropriately within the booth area, so long as these items do not impede access to utility services, create a safety problem or look unsightly.


Staffing Booth

You must staff the booth for all posted exhibit area hours. There may be a penalty for early breakdowns. All exhibit staff must be properly badged. No animals are allowed in the exhibit area.


Food and Beverage

Any food or beverages to be given away at exhibit booths must be approved by the KBA. If approved, food and beverage must be ordered directly through the Lexington Convention Center.


Convention Photography

By registering for the KBA’s Annual Convention, all attendees, instructors and exhibitors acknowledge they may be photographed during the convention. Please be aware these photos are for the KBA’s use only, and may appear in the Bar’s programs, publications, brochures, e-newsletter, website, and other materials. Your attendance constitutes permission and consent for this photography and subsequent usage.


Submission of a Sponsorship/Exhibitor Registration Form indicates that you have read and agree to all of the policies listed above.



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502.564.3795, Ext. 224


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