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2025 STC Annual Conference: Exhibitor guidelines and specifications

The STC Annual Conference provides networking and education to the synthetic turf industry, offers a forum to exchange current information on industry-related issues, and promotes effective communication between builders, landscape architects, testing labs, maintenance providers, manufacturers, suppliers, installation contractors, infill material suppliers and other specialty service companies.

All individuals must register for the meeting at the Member or Non-Member rate. Non-member companies may exhibit in two (2) exhibitor showcase before joining the STC. See STC Meetings Policy for details.

Exhibitor Guidelines

Exhibitor tables will be positioned around the perimeter of the ballroom. ONE table may be purchased per Company. The Exhibitor fee includes a 6' skirted table and two chairs. The exhibitor guidelines are as follows:

• There is no pipe and drape to hang signage or banners, except from the table itself
• Pop-up floor displays may not exceed W33” x H80” and must be placed on the floor in front of or behind the table
• Pop-up table displays may not exceed W60” x H36”
  
• Floor models are NOT acceptable
• There will be no live demonstrations of products or working models, unless they fit on the tables
• Laptop computers and tablets that operate on battery power are allowed
• Give-away items are permitted by exhibitors only
• Additional information on electrical needs is forthcoming

EXHIBITOR SCHEDULE

*Times subject to change

Shipping Information

INBOUND PACKAGES

• Every inbound package must have a PGA shipping label attached.

2025 STC Annual Conference | Company Name
Attendee Name:
Attendee Arrival Date:
Attendee Cell Phone: 
c/o PGA National Resort
400 Avenue of the Champions
Palm Beach Gardens, FL 33418

Box # _______ of Total # ________

DOWNLOAD SHIPPING LABEL

• Due to limited storage space, PGA will only accept shipments (5) days prior to the event’s contracted start date. A $25/day storage fee will be added to each package arriving more than (5) days.
• PGA will deliver shipments to the exhibit tables on the first day of the conference. Exhibitors are responsible for all unpacking and setup of exhibit items.
• Prior to your arrival, please email the following information to Andy.Patton@pgaresort.com in the following format:

1. Your Company Name | Show or Event Name
2. Your Name
3. A description of what you are sending
4. The quantity of boxes
5. Tracking number for the package(s) with a link to the tracking information

OUTBOUND PACKAGES

• At the conclusion of the event, exhibitors are responsible for dismantling, repacking, and sealing outbound shipments.
• If a label is needed to be created by PGA, a form will need to be completed. Please contact the CSM to obtain. PGA does not provide packing materials.
• All outbound shipments will require completed shipping documents, including billing and account numbers. PGA will provide pickup from your event location and secure in  receiving department for pickup by designated shipping vendor.

Upon Your Departure

All outbound packages must have the provided form completed and attached to each package. All payment information must be provided on the completed form. Outbound packages to be picked up by a third-party courier should be coordinated in advance with a hotel team member. Outbound handling fees will be applied to all packages, regardless of carrier, in addition to shipping/transportation fees. 

INBOUND & OUTBOUND PACKAGE HANDLING FEES

All package charges for individual guests/exhibitors registered with PGA will be placed on the guest room folio.

DOWNLOAD SHIPPING LABEL DOWNLOAD SHIPPING GUIDELINES

Exhibitor & SPonsor Meeting Policies

• Exhibitions must be relevant to the interests of the STC meeting attendees.
• All individuals staffing exhibits in the Exhibitor Showcase must also be registered for the meeting.
• Non-member companies in the synthetic turf industry may exhibit in two (2) exhibitor showcases before joining the STC. Non-member companies not in the synthetic turf industry may exhibit in unlimited exhibitor showcases at the higher non-member rate.
• Non-exhibitors are not permitted to distribute product or service literature in the exhibit hall or during the meeting.
• STC does not give out e-mail addresses or phone numbers of its members or event attendees. STC may provide an attendee list for registered attendees that includes the attendee name, company name, membership category and company location of registered attendees. Contact information for STC members is included in the online STC Buyers Guide and Member Directory at www.syntheticturfcouncil.org/buyers-guide. 

EXHIBITOR RELEASE OF LIABILITY 

Exhibit shall be fully responsible to pay for any and all damages to property owned by Hotel, its owners or managers which result from any negligent act of omission of Exhibitor. Exhibitor agrees to defend, indemnify and hold harmless, Hotel, its owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from Exhibitor's use of the property. Exhibitor's liability shall include all losses, costs, damages, or expenses arising from, out of, or by reason of any accident or bodily injury or other occurrences to any person or persons, including the Exhibitor, its agents, employees, and business invites which arise from or out of the Exhibitors occupancy and use of the exhibition premises, the Hotel or any part thereof.

EXHIBITOR SHOWCASE & SPONSORSHIP CANCELLATION AND REFUND POLICY

All requests for cancellation of exhibitor/sponsorship packages must be made in writing to office@syntheticturfcouncil.org; and shall become effective upon receipt by STC. Due to the difficulty of determining and detailing the losses which would result from the cancellation of exhibit space, the Exhibitor/Sponsor agrees to pay the following as liquidated damages (and not as a penalty) if the Exhibitor/Sponsor cancels its package:

• If written notice of cancellation is received by STC after initiation of the exhibitor/sponsorship package but before June 30, 2025, STC will retain or shall be owed a  cancellation fee of 25% of the total sponsor/exhibitor fee; any registrations associated with the exhibitor/sponsor package will be canceled and Exhibitor/Sponsor will have to re-register at current registration rate.
• If written notice of cancellation is received by STC by July 31, 2025, STC will retain or shall be owed a cancellation fee of 50% of the total sponsor/exhibitor fee; any registrations associated with the exhibitor/sponsor package will be canceled and Exhibitor/Sponsor will have to re-register at current registration rate.
• If written notice of cancellation is received by STC by August 22, 2025, STC will retain or shall be owed a cancellation fee equal to 100% of the total sponsor/exhibitor fee; any registrations associated with the exhibitor/sponsor package will be canceled and Exhibitor/Sponsor will have to re-register at current registration rate.
• Group discounts are available for member companies that register 2 or more people at the same time. Discounts cannot be issued retroactively. 
  

The above cancellation fee terms shall apply regardless of the execution date of this Agreement and regardless of any re-sale of booth space canceled by the Exhibitor/Sponsor.

Questions?